ufficioprotocollo@uniroma1.it
Archives and record service
Rome, 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:
business and administrative procedures
management
records management
database management
Silvia Piro
April 14th 2011
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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
• 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
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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
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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
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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
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Positive aspects
• time reduction, finding information speed
• transparency, reduction of discretionary power in
public administration
• low costs
• accessibility
• interoperability
Silvia Piro
April 14th 2011
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Next steps
• elaborating of management handbook
• extending electronic records management to other
departments
• electronic management of workflow
Silvia Piro
April 14th 2011
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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
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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
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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
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Ninfa
normalization 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
• 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
For any questions, input and suggestions
ufficioprotocollo@uniroma1.it
Thank you for your attention!
Silvia Piro
Editing by Elisabetta Granati
April 14th 2011
Pagina 15