Among the document classes of computer documents, 5 are those most typically at risk of non-compliance:
- Contracts - for example, if a digital signature is affixed by at least one of the two contracting parties, then automatically the obligation to preserve both parties is triggered;
- PECs - if you want to preserve the evidentiary effect beyond the 30th month, which is the mandatory period under the legislation for the PEC service provider;
- The Single Book of Labor (LUL – Libro Unico del Lavoro) - to keep HR records and understand whether only the hard copy or also the computer document is needed;
- Expense Reports - checking which applications are truly certified that do not require retrieval of the original paper slip;
- Financial and Control Reports - if the company intends for specific documents to be relevant to the authority.
In order to implement the AgID Guidelines, it should be emphasized that they refer not only to Storage, but also to the Management phase, starting from the generation of the document and its use within business processes, up to the final Storage. In fact, it is referred to as "Guidelines on the formation, management and preservation of electronic documents".
Fundamental to the requirements of the Guidelines is the naming of a Conservation Manager - internal or external - with specific roles and tasks:
- Preparation of the Conservation Manual and periodic updating;
- Definition and implementation of Retention System policies;
- Management with full legal responsibility and autonomy.
- Further verification activities are also mandatory for Archiva customers:
- The integration of the Conservation Manual with the document classes not managed by Archiva;
- Technical and contractual audits related to contracts, delegations and appointments;
- Verifications linked to the work of other conservators;
- Checks against the types of relevant documents that need to be conserved.
In the latter case, the types of documents to be conserved are not defined by a list of "document categories". In fact, there is no intrinsic characteristic of the document class, but much depends on the processes involved in managing the documents themselves.
In conclusion, it should be remembered that - in order to guarantee the evidentiary effectiveness of the documents - the Guidelines also require a correct compilation of the metadata to be associated, not only for Conservation, but starting from the generation of the document itself and throughout the management phase.