Electronic Archive Information System Saulius Ragaišis, Adomas Birštunas, Antanas Mitašiūnas, Arūnas Stočkus Vilnius University, Lithuania MitSoft, software company Baltic DB & IS 2012 2012-07-10
Objectives Presentation of Lithuania’s road preparing for electronic documents. Special attention to development of Electronic Archive Information System (EAIS) that was the final step completing this preparation.
2006: “Tool-first” approach (e.g., Justa) 2007: e-Servicing (Declaration) System of the Insurers (EDAS)
2008: Minimalrequirements forthe specifications 2009: ADOC specification 2010: MDOC specification
2009: public free software tools 2009: e-Servicing System ofthe Citizens (EGAS) 2011: Electronic DeclarationSystem of State Tax Inspectorate (EDS) 2011: the Government electronic signature information system (ELPAS) 2011: EAIS
Interoperability problem • The main standardizations efforts in the EU are still targeted to electronic signature formats. • Member states should be able to process (validate) the e-signatures formats: XAdES, CAdES, and PAdES. • The true artifact of interoperability is an electronic document.
Conventional official documents Very complex entity: • Various content • Appendices and/or attached independent earlier created documents • Signed by one or more signatures • Registered and possesses corresponding attributes
Official electronic documents • Should be adequate to the conventional documents • Consist of three parts:- content, - signatures,- metadata.
Product line Signa • SignaDesktop – public free Windows OS application(download from http://www.mitsoft.lt/) • SignaWeb – public free web application (available at https://signa.mitsoft.lt/) • SignaSDK – a set of application libraries for Java and .NET platforms (supports all current specifications) • SignaDocs – web application for enterprises (featuring multiple users, electronic document workflows and the ability to sign with qualified signatures multiple electronic documents in bulk; ELPAS is based on it)
Project goal To create an integral open IS for accepting and storing electronic documents of National Document Fund (NDF), providing a legal access to the stored documents using IT and communication means, administering NDF efficiently and providing electronic services.
EAIS important features • Deals with electronic documents that are original documents, having the same legal value as handwritten (handsigned) documents. • Assures the integrity, authenticity, non-repudiation and possibility to use the electronic documents for a long or unlimited time. The system is unique (we do not know other corresponding system).
EAIS main parts • Public portal • Internal portal • Storage of electronic documents:- physically located in Vilnius and Šiauliai- data replication- accessible through internal portal only
EAIS important functionality • Authentication of external users through e-government gateway • All public functions could be invoked interactively and through corresponding Web services • Flexible configuration of authenticity checks • Retention risk management: - converting content into long-term storage files (PDF/A format)- extending e-signatures to XAdES-A format- means for physical preservation of electronic documents
EAIS conclusions • EAIS has been launched in October 2011. • The first national archive storing electronic documents signed with qualified e signatures. • Currently EAIS deals with electronic documents of ADOC and EGAS specifications.
Actions in progress • PDF-LT specification. • Adjustment of the Law on Documents and Archives. • Transfer of Government decrees (electronic) to EAIS.
Summary • “Standard-first” approach should be chosen. • ADOC and MDOC specifications were nominated as main strategic innovation 2010 in Lithuania. • Product line Signa was awarded as a winner of national contest “Innovative Product 2011”. • Electronic Archive Information System is unique not only in Lithuania, but also in the world.
Advantages of el. documents • Save time and costs of ordinary post services and/or further management. • The scanning costs per year in Lithuania would exceed 10 M€. • Average 3-year ROI of electronic documents management exceeds 300%. • Full reliability of document content, possibility to use fragments for preparation of other documents, possibility to search in a document text.
Physical structure of el. documents • ZIP-based electronic document (container)format conformant with ETSI TS 102 918 • XAdES electronic signatures of detached topology according to ETSI TS 101 903 • Metadata is an integral part of the electronic document, i.e. it is embedded according to ISO 15489-1 • Main document should be stored in root directory. Appendices and attached documents may be stored in one or more directories (maximum number of levels ≤ 3). • …
ADOC content formats • Word processing: docx, odt. • Spreadsheets: xlsx, ods. • Presentations: pptx, ppsx, odp. • Vector graphics and text formats: pdf. • Raster graphics formats: tif, tiff, jpg, jpeg, jfif, png.
Electronic document signatures • Signatures standard: • XAdES v1.4.1 • Electronic signatures formats: • XAdES-EPES • XAdES-T • XAdES-C • XAdES-X • XAdES-X-L • XAdES-A • Signatures may be: • Parallel • Hierarchic
MDOC specification • 90 % based on the ADOC v1.0 • MDOC specification redefines allowedmain document and appendix formats: • Machine readable content formats: xml, ffdata • Visualization formats: css, xslt, fo, mxfd, pdf • Image formats: tif, jpg, png (only for appendixes) • Attachments are not allowed • MDOC specification defines special requirements for content data visualization
Software requirements • CWA 14170:2004 Security requirements for signature creation applications • CWA 14171:2004 General guidelines for electronic signature verification • ETSI TS 101 861 V1.2.1:2002 Time stamping profile • ETSI TS 101 862 V1.3.3:2007 Qualified certificate profile
EAIS public free tools • Web application (available at https://adoc.archyvai.lt); if compared to Signa Web this application is more beginners oriented, as all the time user is guided by wizards. • Signa Desktop