ePRI
In order to record and to manage the IT protocol, there is the ePRI service, which allows you to generate, to manage and to store in accordance with the dematerialized and digitally signed daily protocol register.
Who is it for?
The ePRI service allows the registration and management of the IT protocol, mandatory required at Public Administrations, in order to introduce some benefits including:
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the integration with the document management system, the reduction of registration times, the document flow management;
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the time and costs optimisation of citizens and businesses access to proceedings;
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the increase of transparency and administrative simplification.
Entaksi’s solution integrates the technical specifications required by law with archival requirements, it means with the need to be able to enter, record, archive and retrieve a given document at any time, by interfacing with the document management system, with the preservation system and with the certified and ordinary emails managing forms.
The documents are managed in an unitary archive with the possibility to classify them according to their life cycle in:
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current archive for documents relating to open and ongoing activities;
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storage archive for documents still useful for administrative or legal purposes but no longer connected to current activities;
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historical archive for documents sent in the preservation system.
The service includes:
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assignment of protocol number to incoming, outgoing and internal documents;
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classification of documents and assignment to the referred UOA;
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integrated management of Certified Electronic Mail (PEC) with IT protocolling of received and sent messages;
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creation, management and preservation of the daily dematerialized protocol register, which is digitally signed;
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user profiling with the possibility of functions segmentation and segregation based on the type of user;
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integration with the document management system and related document classification;
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document search functionality by protocol number and associated metadata;
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management of the log of the activities carried out.
ePRI guarantees protocol management by integrating it with the preservation system
making a Submission Information Packages (SIP) containing the protocol log every day.
ePRI also allows to register analogical documents and to create an IT copy of them,
in order to send them in preservation with the daily protocol register in which the document was registered.
The service is also integrated with the PEC management form and allows the protocol to record
certified e-mail messages accessing all received messages
from the mailboxes configured in the PEC management form.
Moreover, the service allows the automatic transmission of outgoing registered documents and the acquisition
and association with the reference protocol of the transmission receipts.
In a similar way to certified e-mail, the service allows you to manage ordinary e-mail,
but without using the logic of rebinding broadcast notification messages that are not present in
this scenario.
The management of the Submission Information Packages is based on ePLUS service,
which allows you to organize each type of document by indexing metadata and it automatically
sends SIP into Entaksi’s preservation system.
The signing process is managed by eSIGN service, also provided by Entaksi.
The document management is based on eDOC service which allows you to organize, to catalog and
to search any type of document. Through the indexing of metadata, in other words the collection of basic information
of the document, it is possible to find the data at any time with keywords, eliminating the long search times of the paper.
The protocol management service and the connected document management system implement the requirements and technical rules prepared by AgID regarding IT protocol and training, management and preservation of IT documents:
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TUDA, "Consolidated text of legislative and regulatory provisions on administrative documentation", Decree of the President of the Republic of 28 December 2000 n. 445;
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CAD, "Digital Administration Code", Legislative Decree 7 March 2005, n. 82 and subsequent amendments;
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"Instructions for the production and storage of the daily protocol log", AgID March 2016;
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"Guidelines on the formation, management and preservation of IT documents" published by AgID on May 2021.
The physical components of the storage system are divided into servers located in various
geographically distributed datacenters.
Entaksi uses redundant systems to ensure business continuity and pays particular attention to data redundancy,
which are distributed over several geographically distant sites with an equal role, or which can operate
either as a primary site or as a disaster recovery site interchangeably.
The sites which host the preservation system information are located within the European Union,
in full compliance with the law.
The data transmission, both between the systems and towards the users' operating stations, takes place by
encrypted protocols, with the use of asymmetric keys based on qualified certificates issued by recognized Authorities.
In order to allow the best integration with the management environment used by the customer, Entaksi has developed a set of APIs in ePRI service which allows the execution of all the functions connected to the preservation process, without abandoning the management application context, in a completely transparent way for the final user.
The Entaksi Console web interface allows the Customer:
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to access to the ePRI service;
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to manage the documents to be registered;
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to manage received and sent Certified Mail (PEC) messages and their logging;
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to access the storage system and check the status of documents;
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to request Dissemination Information Packages (DIP) for the searched documents;
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to download the required Dissemination Information Packages;
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to access the document system in order to check, to search, to view and to download documents.
Commercial information
The ePRI service is provided upon payment of an annual fee, which can be divided according to the amount.
For application needs that go beyond the above standards, tailor-made offers can be formulated.
The cost of training and any customizations requested by the customer will eventually be subject to specific offer.