ufficioprotocollo@uniroma1.it

Archives and record service

Rome, April 14th 2011

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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 managementrecords managementdatabase management

Records management

Incoming document

Records officerecords, marks, classifies andforwards to the proper office

Mail delivery office

delivers mail to all University departments

Proper office

handles the documentand files it

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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

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Requirements for public administration

• record documents• use the electronic record• adopt a classifying scheme• file documents• elaborate a storage plan

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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

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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

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Positive aspects

• time reduction, finding information speed• transparency, reduction of discretionary

power in public administration• low costs• accessibility• interoperability

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Next steps

• elaborating of management handbook• extending electronic records management to

other departments• electronic management of workflow

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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

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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

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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”

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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

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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

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April 14th 2011Silvia PiroEditing by Elisabetta Granati

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