Certified Email Compliance Management and Archiving

Through ePEC, companies can archive Certified Electronic Mail (PEC) in compliance with current regulations, guaranteeing authenticity, integrity, reliability, readability, and retrievability of documents.

The service offers functionalities such as automatic or manual archiving of PEC emails, the creation of Archiving Packages with archival metadata, document indexing, advanced search tools, and the ability to request Distribution Packages with legal value enforceable against third parties.

ePEC

Advantages of PEC Retention

With ePEC, your PEC emails are archived automatically or manually, according to your preferences. Once archived, the system creates an Archiving Package (PDV) that includes all necessary metadata and provides you with a digitally signed Receipt of Deposit, certifying the archiving.

But it’s not just about archiving. ePEC indexes your emails based on specific attributes, enabling you to easily find them through advanced search functions. This means that even after a long period, you can quickly retrieve the information you need.

Furthermore, the service ensures that all your emails are retained according to current regulations, maintaining their legal value over time. And if you need to present these emails in official or legal settings, ePEC allows you to request Distribution Packages (PDD) with legal value enforceable against third parties.

Advantages of ePEC

Regulatory Compliance

Ensures that PEC emails are archived in accordance with current regulations, maintaining their legal value over time.

Operational Efficiency

Automates the archiving process of PEC emails, reducing time and resources required for manual management.

Data Security

Ensures integrity and confidentiality of information through encrypted transmission protocols and the use of qualified certificates.

Accessibility and Retrievability

Thanks to indexing and advanced search functions, it enables quick retrieval of archived emails based on specific metadata.

Integration with Existing Systems

ePEC offers REST APIs for integration with third-party document management systems, facilitating adoption without disrupting existing infrastructures.

Customizable Notifications

Allows configuration of notifications for specific events in the retention process, keeping users informed on relevant statuses.

Main Features of ePEC

  • Automatic or manual PEC email deposit: Efficient archiving of PEC emails through automated or manual processes.

  • Creation of the Archiving Package (PDV): Generates a PDV complete with necessary metadata for archiving and issues a digitally signed Receipt of Deposit, ensuring authenticity and process integrity.

  • Archiving and indexing documents: Archives and indexes PEC emails based on defined attributes, easing future document search and consultation.

  • Execution of the retention process: Ensures PEC emails are retained in compliance with current regulations, maintaining their legal value.

  • Advanced search functions: Offers search tools allowing documents to be filtered by specific metadata per category, improving information retrieval efficiency.

  • Requests for Distribution Packages (PDD): Obtain PDDs with legal value enforceable against third parties, useful for presenting documents in official or legal contexts.

  • Customizable notifications: The system can send personalized notifications for certain retention process events, keeping users informed of relevant statuses and activities.

Regulatory Compliance and Legally-Compliant Retention

Entaksi Solutions SpA’s Retention System is designed to guarantee compliance with Italian regulations regarding the creation, management, and retention of electronic documents, as defined in the “Guidelines on the creation, management, and retention of electronic documents,” and the “Regulation on criteria for providing electronic document retention services” issued by Agenzia per l’Italia Digitale (AgID). These guidelines set strict quality and security criteria for qualified retainers.

To ensure adherence to these criteria, Entaksi’s Retention System complies with various international standards, including:

  • ISO 9001:2015: Quality management

  • ISO/IEC 27001:2013: Information security management, with extensions for cloud security, personal data protection in the cloud, and security incident management

  • ISO/IEC 20000-1:2018: IT service delivery management

  • ISO/IEC 22301:2019: Business continuity management

  • ISO 14721: Definition of Open Archival Information System (OAIS)

  • UNI 11386: SInCRO standard for archival package index descriptive structure

  • ETSI EN 319 401 and ETSI TS 119 511: Long-term signature and electronic seal retention service delivery requirements

The physical infrastructure of the retention system is distributed across servers located in various geographically separated data centers in the European Union, ensuring high reliability and compliance with data protection laws. Data redundancy is guaranteed through distribution across multiple sites, each able to operate as a primary or disaster recovery site interchangeably. Data transmission is carried out using encrypted protocols, utilizing asymmetric keys based on qualified certificates issued by recognized authorities.

Target Audience

Companies of all sizes

Companies of all sizes: From small businesses to large corporations, all can benefit from legally-compliant PEC retention, improving operational efficiency and reducing costs.

Professionals managing PEC on behalf of clients: ePEC ensures compliant and secure document management, facilitating access and consultation.

Companies in regulated sectors: Where compliance with document retention regulations is essential, ePEC delivers guarantees for archiving and storing PECs according to the law.

Become Our Technology Partner

Collaborate with Entaksi Solutions SpA and gain access to innovative solutions for the digitalization of document management processes.

Together, we can transform document management and offer added value to your clients, ensuring security, reliability, and regulatory compliance. Choose to grow with us!

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Technical Area and Documentation

Help Desk

The Help Desk service is available on weekdays from 9:00 AM to 6:00 PM, excluding Saturdays and holidays. You can receive assistance by sending an email to assistenza@entaksi.eu

Documentation
Download User Manual ePEC
Presentation

FAQ

Legally-compliant email archiving is the preservation of electronic mail in a way that meets all regulatory requirements, ensuring authenticity, integrity, readability, and retrievability of documents over time. This process allows emails to retain legal value and be used as evidence in official or legal contexts.

Archiving emails according to regulations protects companies and professionals from legal risks, ensures business continuity, preserves evidence of transactions, and fulfills obligations dictated by current laws.

Email archiving in Italy is regulated by the Digital Administration Code (CAD), AgID guidelines on the creation, management and conservation of electronic documents, and by sector-specific laws that establish criteria for legally-compliant retention.

Integrity is guaranteed through the use of advanced encryption, digital signatures, and qualified certificates, which ensure that archived emails cannot be altered and remain unchanged over time.

Backup creates copies of data for disaster recovery or accidental deletion, while legally-compliant archiving is designed to preserve documents with legal value, including metadata and all necessary elements for their authenticity and retrievability.

The retention period for company emails is established by laws and regulations, which can vary depending on the sector and the type of document involved. Usually, retention lasts from a few years up to ten or more, based on regulatory requirements.

Risks include inability to prove business transactions, exposure to sanctions and fines, loss of crucial information, and the inability to fulfill legal obligations and audits.

Yes, there are specialized software solutions, like Entaksi’s ePEC, that guarantee legally-compliant archiving, integrating features for automatic archiving, advanced searches, digital signatures, and secure, accessible storage of emails and documents.

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Request more information about our services and our solutions for Digital Document Management and Compliant Digital Preservation.

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