As of January 1, 2022, the New AgID Guidelines regarding the formation, management, and preservation of electronic documents came into effect.
The legislation, effective as of January 1, 2022, reveals new obligations on the part of the company's Chief Preservation Officer and control and governance obligations over the entire digital preservation process.
The entry into effect of the New AgID Guidelines has been postponed to 1 January 2022 to allow for the adaptation of the changes introduced by Executive Determination n.404/2020 of 9 September 2020.
With the new Determination n.371/2021 the obligation to adopt the Guidelines was extended to January 1, 2022, following numerous discussions and requests for changes regarding in particular Attachment 5 - Metadata and Attachment 6 - Communication between AOOs of Recorded Administrative Documents.
Document Retention
The preservation system should not be limited to preserving individual documents, but should also preserve document aggregations along with their metadata and archival constraints.
The preservation can be done inside or outside the organization that owns the objects to be preserved.
The important thing is that: "the requirements of the preservation process, the responsibilities and tasks of the preservation manager and the preservation service manager, and their methods of interaction are formalized in the preservation manual of the owner of the object of preservation and in the specifications of the service contract or agreement. These arrangements are also reflected in the preservation manual of the preserver."
Chief Preservation Officer
For the Public Administration, the Preservation Officer must be internal, even if the preservation is outsourced.
For private individuals, however, there is the possibility of identifying an external Preservation Officer, as long as he or she is a third party with respect to the Conservator in order to ensure the verification function of the Owner of the object of preservation with respect to the preservation system.
It should be emphasized that if this practice is given to a third party, the owner of the records to be preserved remains "responsible".
The Preservation Officer may also delegate individual activities within his/her own structure and, in the case of outsourcing, to the preservation service manager (an internal role of the Preservation Officer). The only activity that cannot be delegated is the preparation of the Preservation Manual, which each owner must prepare on his/her own.