Archives and record service R ome, April 14th 2011

1. ufficioprotocollo@uniroma1.it Archives and record service Rome, April 14th 2011

2. 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

3. 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

4. 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 Pagina 4

5. 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 Pagina 5

6. 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 Pagina 6

7. 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 Pagina 7

8. Positive aspects • time reduction, finding information speed • transparency, reduction of discretionary power in public administration • low costs • accessibility • interoperability Silvia Piro April 14th 2011 Pagina 8

9. Next steps • elaborating of management handbook • extending electronic records management to other departments • electronic management of workflow Silvia Piro April 14th 2011 Pagina 9

10. 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 Pagina 10

11. 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 Pagina 11

12. 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 Pagina 12

13. 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 Silvia Piro April 14th 2011 Pagina 13

14. 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

15. CONTACT DETAILS For any questions, input and suggestions ufficioprotocollo@uniroma1.it Thank you for your attention! Silvia Piro Editing by Elisabetta Granati