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ufficioprotocollo@uniroma1.it. Archives and record service R ome, April 14th 2011. Numbers? The function of record. legal probative function: it certifies the production/receipt of a document on a sure date and its source organizational managerial function:

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Presentation Transcript
numbers the function of record
Numbers?The function of record

legal probative function: it certifies the production/receipt of a document on a sure date and its source

organizational managerial function:

business and administrative procedures management

records management

database management

Silvia Piro

records management
Records management

Incoming

document

Mail delivery office

delivers mail to all

University departments

Records office

records, marks, classifies and

forwards to the proper office

Proper office

handles the document

and files it

Silvia Piro

April 14th 2011

Pagina 3

some legislative references
Some legislative references
  • Law 241/90 New rules about administrative procedures and the right of access to the administrative documents
  • 445/2000 Consolidation act on administrative documents
  • 2005 e-government code

Silvia Piro

April 14th 2011

Pagina 4

requirements for public administration
Requirements for public administration
  • record documents
  • use the electronic record
  • adopt a classifying scheme
  • file documents
  • elaborate a storage plan

Silvia Piro

April 14th 2011

Pagina 5

some implications of the technological evolution
Some implications of the technological evolution
  • information technology is not neutral
  • the text and the support can be separated for the first time in human history
  • There is the need to rethink administrative procedures

Silvia Piro

April 14th 2011

Pagina 6

critical issues
Critical issues
  • information security - privacy
  • preservation risks of digital and electronic records in the long term: life-long preservation, long term preservation, risk loss of memory
  • the vocational training
  • costs
  • to rethink administrative procedures

Silvia Piro

April 14th 2011

Pagina 7

positive aspects
Positive aspects
  • time reduction, finding information speed
  • transparency, reduction of discretionary power in public administration
  • low costs
  • accessibility
  • interoperability

Silvia Piro

April 14th 2011

Pagina 8

next steps
Next steps
  • elaborating of management handbook
  • extending electronic records management to other departments
  • electronic management of workflow

Silvia Piro

April 14th 2011

Pagina 9

electronic security and privacy
Electronic security and privacy
  • e-mail
  • Pec: it is a special e-mail that acknowledges receipt, with legal value, and certifies the sending and delivery of records
  • electronic signatures

authenticity and integrity must be guaranteed

Silvia Piro

April 14th 2011

Pagina 10

titulus 97
Titulus 97
  • It is a project promoted by the University of Padua in conjunction with other Italian universities to create a shared classifying scheme
  • the scheme is based on functions rather than the organizational chart
  • classifying is the first step to develop the archives
  • it makes finding documents easier and allows a qualified preservation

Silvia Piro

April 14th 2011

Pagina 11

aurora
Aurora
  • it was conceived with the aim of finding a shared language to draw up sender, recipient and subject of the document using electronic records
  • it has brought about a series of “recommendations”

Silvia Piro

April 14th 2011

Pagina 12

ninfa normalization of information of archival files
Ninfanormalization of information of archival files
  • the object is the creation of a database with the description of files and the main documents that make them, relevant to the transversal inconsumable and bearing functions
  • filing is an important phase in building archives and so it is the base of administrative management
  • this project is still in progress

Silvia Piro

April 14th 2011

Pagina 13

conclusions
Conclusions
  • we are going through a period of transition: hybrid management paper and electronic documents
  • the change is not painless: it is necessary to rethink usual procedures and to find new ways, made possible by new technologies, that however guarantee stability and privacy of information
  • It is an exacting but inevitable challenge: the future is digital

Silvia Piro

April 14th 2011

Pagina 14

contact details
CONTACT DETAILS

For any questions, input and suggestions

ufficioprotocollo@uniroma1.it

Thank you for your attention!

Silvia Piro

Editing by Elisabetta Granati