DOCFLOW EPROCS: correspondence tracking

Nowadays, companies’ official communications have reached high volume levels and the multiplicity of the channels makes their management very complex. While in the past such communications happened only through the mail and rarely through the telegram, today’s transmission channels have multiplied including telex, fax and e-mail. Controlling all the channels has become more and more difficult; DOCFLOW eProcsCT ensures the following: - Acquire the documents from the different sources - Index the documents for a rapid search based on a defined pre-classification - Numerate the originals if in paper format - Classify the originals in a file in order to consent a convenient processing - Assign the documents by users competence and knowledge - Store the originals if not destroyed

1. w w w . d o c f l o w . c o m
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 
DOCFLOW DOCFLOW The The eDocument eDocumentSpecialist Specialist
SOLUZIONI AGILI PER IMPRESE AGILI
DocFlow Italia SpaTel 02 57 50 33 66 [email protected]
Protocol Protocol& & Correspondance Correspondance
Tracking Tracking

2. w w w . d o c f l o w . c o m
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 References References
DocFlow has developed an application that conforms to
the CNIPA regulations ,for the Management & 
Information Registeringbythe administrations.
DPR 428-98
Technicalbasicrules
GEDOC 1 e 2 Interoperability.........
DPR 445-2000
CNIPA Rules

3. w w w . d o c f l o w . c o m
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 Timing Timing
••Italy 1/1/2004 Italy 1/1/2004
All the government institutions must adopt a record  All the government institutions must adopt a record 
management system management system
••GB 31/12/2004 GB 31/12/2004
All the government institutions must be compliant with the PRO  All the government institutions must be compliant with the PRO 
rules, private subjects are invited to adopt rules, private subjects are invited to adopt
••GB 31/12/2008 GB 31/12/2008
All the government institutions must dismiss paper records All the government institutions must dismiss paper records
••Italy and GB today Italy and GB today
All subjects must accept electronic document digitally signed All subjects must accept electronic document digitally signed

4. w w w . d o c f l o w . c o m
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 Architecture Architecture
DBMS
Data
Repository
Document Server
Application Server(s) Application Server(s)
Document
Management
(DOCSFusion)
Document
Management
(DOCSFusion)
Work Integration Work Integration
Application Server(s)
Application Server(s)
Workflow
Management
Workflow
Management
DocsAdmin DocsAdmin
XML connectors
XML connectors
REGISTERING REGISTERING
ADMIN PROCEDURALADMIN PROCEDURAL
Scan/Fax
Documents Desktop/Mail
Client
Intranet users
RUPA
Digital signature

5. w w w . d o c f l o w . c o m
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 Technologies  Technologies used used
99INTEGRATED WORKFLOW MODULE INTEGRATED WORKFLOW MODULE
99DIGITAL SIGNATURE DIGITAL SIGNATURE
99PDF PUBLISHER PDF PUBLISHER
99WEB IMAGING WEB IMAGING
99XMLXML

6. w w w . d o c f l o w . c o m
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 Functional FunctionalComponents Components
REGISTERING REGISTERING REGISTERING
PROCEDURAL MANAGEMENT
PROCEDURAL MANAGEMENT PROCEDURAL MANAGEMENT
ARCHIVING
ARCHIVING ARCHIVING
INTEROPERABILITY
INTEROPERABILITY INTEROPERABILITY
SECURITY
SECURITY SECURITY

7. w w w . d o c f l o w . c o m
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 Registering Registering
Acquisition Acquisition
Stamping Stamping Register Register
Folder Folder organization organization
Classification Classification
Security Security guarantee guarantee
Annulment Annulment

8. w w w . d o c f l o w . c o m
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 Registering Registering
CLASSIFICATION CLASSIFICATION
REGISTERING REGISTERING
scanner
Scanner
REGISTER REGISTER
STAMPING STAMPING
FILING FILING
DOCUMENT TO BE DOCUMENT TO BE
REGISTERED REGISTERED
ASSIGNATION ASSIGNATION

9. w w w . d o c f l o w . c o m
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 Organization OrganizationChart Chart
••The  The highest highestposition in  the  position in  the gerarchy gerarchyoversees overseesallallthe the 
documents documentsand  and files filesgiven givenbybythe the employees employees..
••The  The application applicationinvolves involvesthe management  the management ofofthe the 
organization organizationchart  chart ofofthe public  the public institutiom institutiom..

10. w w w . d o c f l o w . c o m
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 Procedural ProceduralManagement Management

Management of organization chart

Document and Workflow management

Digital signature

11. w w w . d o c f l o w . c o m
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 Check Checkin flow in flow

12. w w w . d o c f l o w . c o m
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 Approval Approvalcycle cycle
••The  The final finaldocument documentmust mustbebeapproved approvedbefore before
being beingsent  sent totothe the receiver receiver..
••The  The signature signaturemust mustbebeplaced placedon the  on the document documentbyby
the the person personresponsible responsibleforforthe the operation operation..

13. w w w . d o c f l o w . c o m
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 Archiving Archiving
Discontinuedrecords Record Management Procedure Manual

14. w w w . d o c f l o w . c o m
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 Data  Data Archiving Archiving
99The The person personRESPONSIBLE RESPONSIBLE forforthe the Register Register
isisalso also
responsible responsibleforforallallactivities activitiesinvolved involvedin the in the
information information systems systems..
99The The person personRESPONSIBLE RESPONSIBLE forforthe the Register Register
guarantees guaranteesthe the correct correctprocedure procedure ofofthe data the data saving saving
on appropriate computer software in on appropriate computer software in safe safeand and
different differentplaces places..
99PROCEDURAL BACKUP PROCEDURAL BACKUP
must mustbebedone doneat at least leastonce a once a
week. week.
99REGISTER REGISTER
must mustbebesaved saveddaily dailyon on CDCD

15. w w w . d o c f l o w . c o m
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 Interoperability Interoperability
Exchange data via XML eGovFolder Returnreceipt

16. w w w . d o c f l o w . c o m
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 Interoperability Interoperability
9
The exchange of documents that must be registered is done by electronic  
mail throughthe Public Administrationnetwork.
9
Metadataare transmittedbya XML file.
9
The Hash Compliant stamp is transmitted along with the document to
guarantee that the document has in no way been changed during its
transmission.
HASH
DOCUMENT
HASH
DOCUMENT
FILE XML
FILE XML
ADMINISTRATION A
ADMINISTRATION B
R.U.P.A. R.U.P.A.

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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 eGov eGovFolder Folder
The messagesexchangedmustbe
modifiedbyinternet standards:
–HTTP, SMTP, MIME, SOAP, PKCS, 
XML Signature…
Legaldocumentscan bedigitally
signed
–Only by PKCS # 7 attachments for
the moment
The otherXML contentscan be
digitallysignedtoprove their
origin

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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 Security Security
••AUTENTICATION AUTENTICATION
––UserId UserIde Password e Password
––SmartCard (CIE, CNS, ecc.) SmartCard (CIE, CNS, ecc.)
––Token Token
––Biometrics Biometricsdevices devices
––Netegrity Netegrity
••CRYPTOGRAPHY CRYPTOGRAPHY
––ByBytransmission transmission
––OfOfthe the archives archives
••WATERMARKING WATERMARKING

19. w w w . d o c f l o w . c o m
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 Persistence Persistence
•Forallrecordswillbecalculatedand storedanhash
compliantSHA‐1 ISO standard.
•Every time that a document is showed the hash
code isverified.

20. w w w . d o c f l o w . c o m
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 Italy vs GB  Italy vs GB rules rules
ITALY ITALY
GBGB
PROTOCOLLO
REGISTER
ARCHIVIAZIONE
SOSTITUTIVA
RECORD
MANAGEMENT
AIPA
PROTOCOLLO

21. w w w . d o c f l o w . c o m
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 Common  Common points points
ITALY ITALY
GBGB
Titolario
Index
Massimario di scarto
Discontinued plan
Gestione archivio cartaceo
Paper Management
Tracking del documento/
fascicolo
Document Tracking
Sicurezza di
immodificabilità
Integrity

22. w w w . d o c f l o w . c o m
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 ToTobebedeveloped developed
9Key word (withsynonymous)
9Additionaldata forfolders
9Differentformfordifferentdocumenttype
9Other...

23. w w w . d o c f l o w . c o m
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 
DocFlow Italia Spa –Centro Direzionale Milanofiori Strada 4 Palazzo Q8 – 20089 Rozzano MI Tel [phone] Fax [phone] [email protected]
www.docflow.com DOCFLOW ITALIA DOCFLOW ITALIAT h a n k y o u