How can an institution join the document integration environment? For state institutions and local governments

Introduction What is the document integration environment (DIE) and what are its possibilities? What is the functionality of the document integration environment? Document integration environment introduction main steps How to add a document management system in the document integration environment? Frequently asked questions Useful information sources Contact information 2 Contents

What is the document integration environment (DIE) and what are its possibilities? 3

90% 14% (In 2013, in state administration altogether there were 5.7 million documents in circulation) Current situation in electronical document circulation The future of e-governance: Government action plan: 90% of e-documents in three years Introduction of an official e-address Safe, guaranteed and efficient e-document movement The future of e-governance: paperless document movement 4

Regulations Cabinet order of 16 February 2015 No. 78 "On Government Action Plan Declaration About the Cabinet of Ministers Lead by Laimdota Straujuma Implementation of the Planned Activities" (prot. No §) Cabinet Regulation No.473 on "Procedures for the Preparation, Drawing Up, Storage and Circulation of Electronic Documents in State and Local Government Institutions, and the Procedures by which Electronic Documents are Circulated between State and Local Government Institutions, or Between These Institutions and Natural Persons and Legal Persons" Instruction of the Cabinet No.9 on "Procedures of electronic document circulation in the public administration document management system integration environment" Protocol decision of the Cabinet (TA-217) on "Safe and secure document circulation in public administration" 5

1 May January September 2017 To direct administration institutions without DIE: To direct administration institutions with DIE: To municipalities without DIE: Invited to evaluate DIE introduction with foreign finance instruments DIE introduction shall be evaluated by foreign finance instruments DIE shall be introduced Invited to join DIE Shall ensure DIE usage Informative message "On public administration document administration system integration environment action and comprehensive introduction into state administration" Institutions shall join DIE 6

Document integration environment (DIE) allows to perform safe, automated document movement in document management systems (DMS) between already registered 53 institutions* which are DIE members. With DIE a fewer number of connections is necessary. * data 7 Without DIEWith DIE What is the document integration environment?

Aim and benefits of DIE establishment 8 Application to an institution Objective Unified electronical document circulation environment Benefits DIE Speed Safety Automation Convenience InstitutionPrivate person

Advantages of DIE 9 Ensures the personal data protection and document protection during forwarding without an additional encoding Ensures sender's and receiver's identification Safety Ensures the guaranteed delivery of the documents (the reception does not have to be manually confirmed), incl. sending and receiving fact undeniability Considering that DIE is integrated in electronic service "e-application to an institution" that is available on Latvija.lv portal, applications that are submitted using this service can be received by an institution immediately in their DMS. Convenience Provides the possibilities to automatically perform processing of the sent and received documents, thus making the circulation quicker and file clerk job easier Automation

32 of 119 connected DIE DIE members 10 State institutions (Direct public administration/ Cabinet institutions) Local governments 21 of 101 connected DIE

Right now DIE ensures document circulation between state and local government institutions, but it is planned to introduce a new solution for communication with private persons: Latvija.lv e-service "E-application to an institution" received documents will automatically transferred to the institution’s DMS. SRDA infrastructure DIE Portal for communication Entities about whom there is no information in RE and PR (SRDA maintains a list) E-address State registers: Personal data E-address data State institutions (with DMS integration with DIE) State institutions (without DMS integration with DIE) Application to an institution 11 Future solution: DIE for communication with private persons

What is the functionality of the document integration environment? 12

Institution 1 DMS DIE Addressing Institution mailboxes Routing Audit entry service Time stamping service Institution 2 DMS Electronical circulation of documents DIE solution 13

Institution infrastructure DIE infrastructure Public network provider Institution DMS integration: using DIE library Public network infrastruc- ture DIE Universal DIE interface (WS) Integration interlayer with DMS of an institution Library (adapter) access to DIE interface DMS 14 VISS network infrastructure

15 Prepares a document Supplements attributes according to your needs Selects an addressee Assigns a registration number/date Sends the document to the record keeping system and makes sure that DIE has accepted it Ascertains that reception confirmation has been received DIE DMS Institutio n 1 Sends the document to DIE Announces that the document has been successfully received in DIE Announces that the addressee has received the document DMS receives the document DMS Institutio n 2 Announces that the addressee has received the document File clerk's actions in sending a document

Record keeping system receives a new document File clerk supplements or amends document attributes File clerk assigns a document registration number DIE DMS receives a document Announces that the addressee has received the document 16 DMS File clerk's actions upon receiving a document

List of developed DMS interfaces for integration with DIE Interface implemented by an institution Interface implemented within the framework of SDRA project IMPULSS (Lotus notes), Ministry of Health LDS, Ministry of Welfare Namejs, State Regional Development Agency OpenKM, Ventspils City Council Unified foreign service document management system (UFS), Ministry of Foreign Affairs Record keeping syst. developer EUROSCREEN (on Sharepoint), State Employment Agency VVAIS, Latvian National ArchiveFIBU, Ilūkste municipality council ELDIS (on Lotus Notes), State Labour Inspectorate KAVIS, Riga City Council DAUKS, State Chancellery DocLogix, Saldus municipality council DocsVision, Information Centre of the Ministry of the Interior EDUS, Procurement Monitoring Bureau ALS, Ministry of Environment Protection and Regional Development «Electronic document administration system» (EDAS), Ministry of Justice Institution record keeping system integration with DIE 17

18 How to add a document management system in the document integration environment step by step?

Maintenance Development* Cooperation Agreement Beginning of cooperation Acceptance testing* Introduction into products 6. Institution’s liability SRDA’s liability This step can be omitted* 19 Process scheme document management system (DMS) adding in the document integration environment (DIE)

Responsible person: Institution To be performed: Institution is first introduced with the list of developed DMS interfaces for integration with DIE Institution is first introduced with the list of developed DMS interfaces for integration with DIE If institution DMS has no developed interface with DIE, then continue to perform actions described in the following steps If institution DMS has a developed interface with DIE then an institution shall: contact a particular interface developer/maintainer and agree upon its installation in DMS familiarise with DIE usage regulationsDIE usage regulations submit an electronically filled in and signed agreementagreement submit DIE rights template for test/production environmentDIE rights template SRDA defines the connection process beginning date 1. Beginning of cooperation 20

2. Cooperation Agreement Responsible person: Institution and SRDA To be performed: Before introducing an e-service, it is necessary to enter into a cooperation agreement between the institution and SRDA using the standard agreement form provided by SRDA Legal relationships are regulated by Instruction of the Cabinet No.9 "Procedures for electronic document circulation in the public administration document management system integration environment" "Procedures for electronic document circulation in the public administration document management system integration environment" 21

3. Development* Responsible person: Institution To be performed: If institution’s DMS has no developed interface with DIE, then an institution shall: organise and ensure all work necessary for development in order to integrate DMS interface under its management with DIE familiarise with DIE usage regulations 22 This step can be omitted* DIE usage regulations List of developed DMS interfaces for integration with DIE

4. Acceptance testing* Responsible person: Institution and SRDA To be performed: Institution initiates and performs acceptance testing in accordance with acceptance testing scenarios Acceptance testing scenarios 23 This step can be omitted *

5. Introduction into products Responsible person: Institution and SRDA To be performed: DMS integration with DIE introduction in production environment: Develop DIE addressee and institution administration point in SRDA production environment Institutions exchange certificates Institution verifies connection performance and if it works, SRDA accepts testing results and hands them over for introduction in production. 24

6. Maintenance Responsible person: Institution and SRDA To be performed: Institution ensures the maintenance of DMS interface developed by the institution for integration with DIE SRDA maintains interfaces developed in SRDA and, if necessary, performs support actions by consultation 25

Frequently encountered problems and impediments ! Specific document types, the circulation of which is impossible to ensure electronically Organisational processes at an institution Lack of e-signature for signatory persons Infrastructure (incl. DMS functionality) restrictions Human factors (habits, lack of training, for example, institution administrators have to have adequate expertise for work with certificates etc.) 26 !

Frequently asked questions What is the name of the default addressing unit? The name of the default addressing unit is the name of the institution and it has to match with DIE addressee’s name. 27 What is e-address? Who creates it? It has to be a unique abbreviation and it cannot be the same as other DIE e-addresses. The full e-address will be developed from this e-address in combination with domain name.

Frequently asked questions 28 Does SRDA provide a record keeping system in the test environment that can be used to test institution’s DMS connections? Yes, SRDA creates DMS test environment which can be used to support the institution connection process. When can an institution be considered a full-fledged DIE user? Institution is considered a full-fledged DIE user when the connection to DIE production environment is finished as well as SRDA has supplemented the submitted agreement with the date from which the institution becomes a DIE member and this supplemented agreement is mutually signed.

Find out more: 29 State Information System Integrator Document integration environment documentation as_komponentes/Dokumentu_integracijas_vide as_komponentes/Dokumentu_integracijas_vide

Contact information For communication with DIE specialists: telephone:

How can an institution join the document integration environment? For state institutions and local governments

Conceptual process scheme Institution 2 Institution 1 DIE \ DVS \ DVS

Institution DMS integration: without DIE libraries using web services Institution infrastructureDIE infrastructure Public / closed network infrastructure Internet / private network DIE Universal DIE interface (WS) VISS network infrastructure Integration interlayer with institution DMS / Constantly required Functionality realization DMS 33

Responsible person: Institution and SRDA To be performed: DMS integration with DIE introduction in production environment: SRDA 3. Generates certificate and performs connection configuration in production environment 1. In production environment creates: DIE addressee’s account institution administrator’s account 7. Accept testing results 8. Hand over for production Institution 2. Generates CSR and sends to the agency 4. Institutions register certificates within system account 5. Revise connection operation 6. Works? No Ye s Introduction into products