DOCFLOW
The eDocument Specialist
Protocol & Correspondance
Tracking
DocFlow Italia Spa Tel 02 57 50 33 66 marketing@docflow.it www.docflow.com
SOLUZIONI AGILI PER IMPRESE AGILI
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

References
DocFlow has developed an application that conforms to
the CNIPA regulations ,for the Management &
Information Registering by the administrations.
DPR 428-98 DPR 445-2000
GEDOC 1 e 2 CNIPA Rules
Interoperability.........
Technical basic rules
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Timing
• Italy 1/1/2004
All the government institutions must adopt a record
management system
• GB 31/12/2004
All the government institutions must be compliant with the PRO
rules, private subjects are invited to adopt
• GB 31/12/2008
All the government institutions must dismiss paper records
• Italy and GB today
All subjects must accept electronic document digitally signed
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Architecture
Document Data
Server DBMS Repository
DocsAdmin
DocsAdmin
Scan/Fax Application Server(s)
Application Server(s)
Documents Document
Document
Management
Management
(DOCSFusion)
(DOCSFusion)
ADMIN PROCEDURAL
ADMIN PROCEDURAL
REGISTERING
REGISTERING
Intranet users
Digital signature Work Integration
Work Integration
Application Server(s)
Application Server(s)
Workflow
Workflow
Desktop/Mail Management
Client
Management
XML connectors
XML connectors
RUPA
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Technologies used
INTEGRATED WORKFLOW MODULE
DIGITAL SIGNATURE
PDF PUBLISHER
WEB IMAGING
XML
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Functional Components
REGISTERING
REGISTERING
PROCEDURAL MANAGEMENT
PROCEDURAL MANAGEMENT
ARCHIVING
ARCHIVING
INTEROPERABILITY
INTEROPERABILITY
SECURITY
SECURITY
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Registering
Acquisition
Stamping
Register
Annulment
Folder organization
Classification
Security guarantee
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Registering
DOCUMENT TO BE
REGISTERED
REGISTERING
STAMPING REGISTER
scanner
Scanner
CLASSIFICATION
FILING
ASSIGNATION
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Organization Chart
• The highest position in the gerarchy oversees all the
documents and files given by the employees.
• The application involves the management of the
organization chart of the public institutiom.
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Procedural Management
Management of organization chart
Document and Workflow management
Digital signature
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Check in flow
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Approval cycle
• The final document must be approved before
being sent to the receiver.
• The signature must be placed on the document by
the person responsible for the operation.
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Archiving
Record Management
Discontinued records
Procedure Manual
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Data Archiving
The person RESPONSIBLE for the Register is also
responsible for all activities involved in the
information systems.
The person RESPONSIBLE for the Register
guarantees the correct procedure of the data saving
on appropriate computer software in safe and
different places.
PROCEDURAL BACKUP must be done at least once a
week.
REGISTER must be saved daily on CD
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Interoperability
Exchange data via XML
eGov Folder
Return receipt
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Interoperability
The exchange of documents that must be registered is done by electronic
mail through the Public Administration network.
Metadata are transmitted by a XML file.
The Hash Compliant stamp is transmitted along with the document to
guarantee that the document has in no way been changed during its
transmission.
R.U.P.A.
ADMINISTRATION A ADMINISTRATION B
HASH
HASH
DOCUMENT
DOCUMENT
FILE XML
FILE XML
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

eGov Folder
The messages exchanged must be
modified by internet standards:
– HTTP, SMTP, MIME, SOAP, PKCS,
XML Signature…
Legal documents can be digitally
signed
– Only by PKCS # 7 attachments for
the moment
The other XML contents can be
digitally signed to prove their
origin
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Security
• AUTENTICATION
– UserId e Password
– SmartCard (CIE, CNS, ecc.)
– Token
– Biometrics devices
– Netegrity
• CRYPTOGRAPHY
– By transmission
– Of the archives
• WATERMARKING
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Persistence
• For all records will be calculated and stored an hash
compliant SHA‐1 ISO standard.
• Every time that a document is showed the hash
code is verified.
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Italy vs GB rules
ITALY GB
PROTOCOLLO REGISTER
ARCHIVIAZIONE RECORD
SOSTITUTIVA MANAGEMENT
AIPA PROTOCOLLO
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Common points
ITALY GB
Titolario Index
Massimario di scarto Discontinued plan
Gestione archivio cartaceo Paper Management
Tracking del documento/
Document Tracking
fascicolo
Sicurezza di
Integrity
immodificabilità
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

To be developed
Key word (with synonymous)
Additional data for folders
Different form for different document type
Other...
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m

Thank you
DOCFLOW ITALIA
www.docflow.com
DocFlow Italia Spa – Centro Direzionale Milanofiori Strada 4 Palazzo Q8 – 20089 Rozzano MI Tel 02 57 50 33 66 Fax 02 57 50 33 69 marketing@docflow.it
S O L U Z I O N I A G I L I P E R I M P R E S E A G I L I w w w . d o c f l o w . c o m