The process of digital preservation offered by Archiva guarantees the maintenance over time, which is secure and enforceable on third parties, of invoices and documents, optimising, simplifying and reducing the costs of archiving. It thus enables the customer to free themselves of paper archives but above all of the obligations and responsibility for their maintenance up to 10 years as envisaged by the Civil Code.
Substitute preservation goes digital
The Prime Minister’s Decree of 3 December 2013, published in the Official Gazette of 12 March 2014, introduced the new Technical Rules for the preservation of digital documents which sets out clearly and precisely the document preservation process. With the arrival of the new Technical Rules, the concept of “substitute preservation” is replaced by that of “digital preservation”.
Archiva, as an Accredited Registrar with AgID (Italian Digital Agency), has aligned its process with the new Technical Rules on the digital preservation (previously substitute preservation) of digital documents and renewed its own organisation to meet all the requirements, including organisational, technical and financial reliability, which are needed to undertake preservation work.
The preservation system, according to the Technical Rules, identifies at least 3 key roles, i.e. the Preservation Producer, User and Manager.
The Preservation Manager represents the central figure of the preservation system, i.e. the person who by law is obliged to preserve a particular document, define and implement the policies of the preservation system and govern its management with full responsibility and independence.
The Preservation Manager is obliged to draw up the Preservation Manual, which must set out in detail the roles, responsibilities and obligations of the subjects involved, the types of documents preserved, the operating model, the preservation process, the infrastructure used, etc.
The objects of preservation are developed in specific information packages depending on when they are produced and used. They are: Input Package, Archiving Package and Deployment Package.
Preservation can be undertaken internally by the subject who produces the digital documents to be preserved, or entrusted, in whole or in part, to other public or private subjects who offer suitable organisational and technological guarantees, and who are also accredited as registrars with the AgID.
Archiva’s digital preservation process (previously substitute preservation) is structured so as to enable the customer to delegate the whole digital preservation process, i.e. the Input Package, the Preservation Package, and the Deployment Package, and not as often happens, just one part of it.
Advantages
- Fully outsourced responsibility for the digital preservation process.
- Eliminate paper copy of documents.
- Exhibition of original document also remotely (inspection).
- Reduce the costs of paper copies.
- Reduce work by users dedicated to archiving.
- Increase the security of data thanks to recent technologies, in full compliance with the technical rules envisaged by the law concerning digital and substitute preservation.
- Increase control over access to data and information.
- Reduce times for checking archive.
Digital preservation: stages of the process
- Execution of set of controls over the archive
- Signature of Deployment Package
- Publication on consultation system
- Saving of information on server with WORM technology