ELECTRONIC DOCUMENT: LITHUANIAN EXAMPLE Dr. Inga Petravičiūtė Head of Information and Electronic Documents Division Lithuanian Archives Department under the Government of the Republic of Lithuania

Key components include: LEGAL FRAMEWORK An extensive regulatory framework has been put in place in Lithuania with regard to the use of eSignatures and eDocuments in public administrations. Key components include: Law on Electronic Signatures, 2000,which regulates the creation, verification and validity of electronic signatures, signature users’ rights and obligations, establishes the certification services and requirements for their providers, as well as the rights and functions of the institution of electronic signature supervision. The Law on the Amendment of Article 19 of the Law on Public Administration No X-239, 2005, sets out the framework for the exchange of electronic documents between the state and municipal institutions and the public and the use of electronic signature. www.archyvai.lt

LEGAL FRAMEWORK It provides that the requests submitted by citizens through electronic means must be signed using an electronic signature, and replies from state institutions shall be signed with an advanced eSignature by the head of the Public Administration institution concerned, or a person authorized by him. The exchange of electronic documents in the public sector has been supported by the electronic signature infrastructure. With regard to the use of an eSignature, it has to be noted that the XAdES electronic signature format is required. Electronic documents must be signed with secure electronic signature.

The Rules are obligatory for public administration institutions. 6/25/2018 SPECIAL LEGISLATION The Rules of Management of Electronic Documents, issued by the Lithuanian Archives Department (No V-12 / 11th January 2006) establish the procedure for preparation, management, record, storage, and destruction of electronic documents, and functional requirements for the Management systems of electronic documents. The Rules are obligatory for public administration institutions. An “official electronic document” as established in the Rules – a document, prepared or received using information technology devices, provided it bears a legally valid electronic signature and the document is recorded with the Management system of electronic documents. www.archyvai.lt

Electronic document is comprised of content metadata electronic signature “Content” as established in the Rules – a part of electronic document, which presentes information in written, visual or another form, excluding metadata “Metadata” as established in the Rules – a part of electronic record, which presentes structural contextual information about procedures of creation, registration, classification, access, preservation and disposition of electronic documents www.archyvai.lt

Specification Requirements are based on open format standards 6/25/2018 The general framework with regards to electronic documents in eGovernment applications in Lithuania is specified in the Specification Requirements for Digitally Signed Electronic Document, issued by the Lithuanian Archives Department. Specification establishes the main requirements for the digitally signed electronic documents created by public administration institutions, i.e. governmental and municipality institutions and other public organizations. For non-governmental organizations, private legal and natural persons Specification Requirements are only recommendatory. Regulations focus mostly on the use of advanced PKI signatures, especially in the context of the Lithuanian eGovernment Portal3. Specification Requirements are based on open format standards www.archyvai.lt

The Specification Requirements for electronic documents envisage: the requirements as regards the contents of electronic documents the requirements for the metadata of electronic documents the requirements for the container of electronic document the requirements as regards the use of eSignature of electronic documents www.archyvai.lt

Logical structure of eDocument Main record Relationships MIME types Annexes Attachments Signed metadata Signature(-s) Metadata www.archyvai.lt

Physical structure of eDocument (container) 6/25/2018 Physical structure of eDocument (container) Container – zip file Main record Annexes Attachments Metadata Signatures www.archyvai.lt

Electronic documents must be signed with secure electronic signature composed in accordance to the XAdES standards and in compliance with the W3C Recommendation “XML-Signature Syntax and Processing”. Schemes used for signing XAdES-EPES XAdES-T XAdES-C XAdES-X XAdES-X-L XAdES-A Type of esignature - detached

Content files formats docx odt xlsx ods pptx ppsx odp pdf tif, tiff jpg, jpeg, jfif png

THANK YOU FOR ATTENTION ! 6/25/2018 THANK YOU FOR ATTENTION ! QUESTIONS? www.archyvai.lt