Secure and compliant digital transformation
ZenDMS UP is a Cloud Native platform designed to simplify the digital transition of Public Administrations in the field of Document Registration and Document Management.
Thanks to its microservices architecture, it offers an innovative, modular and scalable solution, capable of adapting to the needs of any organization.
Fully compliant with AgID guidelines, ZenDMS UP responds to the regulations for document management and document registration. The platform is qualified by the ACN (National Cybersecurity Agency) for SaaS solutions, guaranteeing the highest standards of security and compliance, including the management of sensitive data.
With ZenDMS UP, Public Administrations can make a safe and efficient migration to the cloud, fully complying with regulatory requirements and benefiting from a flexible, secure and highly scalable infrastructure.
Digitalization of Public Administration. What does AgID provide?
The digitalisation of the Italian Public Administration (PA) is a strategic priority, driven by Agid directives, the Agency for Digital Italy, which aim to modernize administrative processes through the adoption of advanced technologies.
The “Guidelines for the formation, management and conservation of electronic documents” published in 2021 represent a central reference for all PAs, obliging them to comply with interoperability, security and transparency standards.
One of the pillars of digital transformation is migration to the Cloud, which guarantees flexibility, efficiency and security. The Three-Year Plan for IT in Public Administration includes ambitious goals to migrate thousands of entities to Cloud Native solutions by 2026, taking advantage of the funds of the National Recovery and Resilience Plan (PNRR).
This step requires the adoption of secure and regulatory-compliant solutions that can support interoperability between platforms.
Have you already switched to Cloud SaaS services as required by the AgID regulation?
ZenDMS UP is Interzen Consulting's simple and intuitive SaaS platform for Document Registration and Document Management designed to quickly manage the registrations and sorting of document flows.
Built on Microsoft Azure’s world-class digital infrastructure, the SaaS platform leverages the scalability and flexibility of the cloud with a modern microservices-based architecture.
Certified according to international security standards (ISO 27001, ISO 27017, ISO 2018), ZenDMS UP is qualified by the ACN (National Cybersecurity Agency) and is present in the ACN Cloud Marketplace.
ZenDMS UP guarantees the generation of the protocol signature in accordance with the law, the electronic seal and the control of the correct transmission of the document as required by Annex 6 of the legislation.
ZenDMS UP guarantees confidentiality, integrity and availability of data and documents through Technical and Organizational Measures (TOM) suitable for this purpose: back-up, disaster recovery and secure access procedures to data and documents.
ZenDMS UP facilitates the integration between internal and external software systems of the Institution through web services (REST API) that allow the Document Registration to operate in an interconnected digital ecosystem.
The platform fully complies with the new AgID guidelines, offering innovative and secure solutions for the digital transition of Public Administrations.
Module for the conservation of computerized administrative documents in compliance with the law with AGID accredited conservators guaranteeing the presence of all the metadata required by Annex 5 of the legislation.
Our experts accompany you throughout the digital transition process for a safe and compliant migration, intervening on both strategic and management aspects. Interzen offers you all the support you need to guarantee the desired operational efficiency to the Authority in full compliance with AgID directives.
Digitalisation obligations for Public Administrations
Mandatory nature of Document Registration
Italian Public Administrations must comply with the AgID Guidelines and all other regulations on the formation, management and conservation of electronic documents, adopting innovative digital solutions to ensure efficiency and transparency. Below are some of the obligations required for compliant digitalization.
All documents received and sent by a public administration and all electronic documents are subject to mandatory registration.
As provided for by DPR 445/2000 art. 53 paragraph 5, the official gazettes, official bulletins and PA news bulletins, statistical materials, internal preparatory acts, newspapers, advertising materials and all documents already subject to special registration of the administration are excluded from mandatory registration.
The Protocol register has the nature of a public deed, it must be transmitted within the next working day to the conservation system guaranteeing the unchangeability of its content.
What information is mandatory to store in the Document Registration records?
The AgID guidelines regarding the formation, management and conservation of electronic documents provide for the storage of the following information in the Document registration:
- Registration number of the document automatically generated by the system and recorded in a non-modifiable form;
- Registration date automatically assigned by the system and recorded in a non-modifiable form;
- Document registration date automatically assigned by the system and recorded in a non-modifiable form;
- Subject of the document recorded in a non-modifiable form;
- Date and protocol of the document received, if available;
- Imprint of the electronic document, if transmitted electronically, consisting of the sequence of binary symbols capable of uniquely identifying its content, recorded in a non-modifiable form.
- Signature
Interoperability of the Document Registration
Interoperability between platforms is essential to facilitate the exchange of data between public bodies. Why is it important?
Without interoperability, data remains siloed and processes slow down, preventing a smooth flow of information.
Appointment of the Head of Document Management and Conservation.
Each institution must appoint a Document Management and Conservation Manager, with the task of ensuring compliance with AgID directives on document conservation. Is it mandatory?
The Document Management Officer has been introduced dall’art. 61 del DPR n. 445/2000 and provides that Public Administrations, within the homogeneous organizational areas (AOO), establish a service dedicated to the management of the IT protocol, document flows and archives. The task is entrusted to a manager or an official with adequate professional skills or specific technical-archival skills.
Standardized data exchange
The use of standard formats for data exchange between PAs is essential to ensure security and speed in processes. Shared and secure platforms guarantee efficient and compliant data exchange.
Adoption of the Document Management Manual
PAs must publish the document management manual in the “Transparent Administration” area of their website.
But that’s not all.
These are just some of the requirements of the digital transformation, which aims to make PAs increasingly modern, transparent and projected towards the future.
Registration of protocol, modification and cancellation; administrative procedures, signature, document aggregations, review of the title, appointment of the Digital Transition Manager (RTD), filings, and much much more
Our experts are at your disposal for targeted advice and to provide you with all the support you need to make your organization compliant with current regulations with advanced digital solutions.
