Electronic Archive Services in Lithuania Dr. Arūnas Stočkus Vilnius University Faculty of Mathematics and Informatics Lithuania EBNA,

Objectives Presentation of Lithuania’s national electronic document platform. Special attention to Electronic Archive Information System and its services. 2

Lithuania’s electronic document platform 3

Different approaches “Tools-first” approach  Software dependent solutions  Interoperability issues “Standards-first” approach  Detailed specifications  Concurrent implementations  Practically achieved interoperability 4

5 Electronic Archive Information System Laws, Regulations, Standards,… Electronic document (ADOC) Libraries and products Services Trusted service providers Certification authorities Time-stamping authorities Document Management Systems State Tax Inspectorate State social insurance found board Government of the Republic of Lithuania Parliament of the Republic of Lithuania

Interoperability problem The main standardizations efforts in the EU are still targeted to electronic signature formats  Member states should be able to process (validate) the e-signatures formats: XAdES, CAdES, PAdES  The definition of e-signatures container have been undertaken (ASiC) The true artifact of interoperability is an electronic document 6

Conventional official documents Very complex entity  Various content  Appendices and/or attached independent earlier created documents  Signed by one or more signatures  Registered and possesses corresponding attributes 7

Official electronic documents Should be adequate to the conventional documents  Meet requirements of national legislation Consist of three parts: - content - metadata - signatures 8

Structure of el. document 9 Content Attached documents Main document Annexes Signable metadata (Title, author, registration, …) Electronic Signatures ISO/IEC 2950: docx, xlsx, pptx ISO/IEC 26300: odt, ods, odp ISO/IEC : pdf ISO/IEC : tiff ISO/IEC : jpg ISO/IEC 15948: png Unsignable metadata (Storage, transformation,…)

PDF-LT Current el. document specifications 10 Minimal requirements for the specifications EGAS v1.0 MDOC v1.0 ADOC v1.0 EDAS ADOC v1.1

El. documents creation tools Free tools for electronic documents creation, presentation and verification  Provided as part of Electronic Archive Information System  Included in Signa® products line (by MitSoft) Used in Web and desktop (Windows) environment All major document management systems integrate support for ADOC documents 11

Electronic Archive Information System (EAIS) 12

Project goals To create an integral open IS for accepting and storing electronic documents of National Document Fund (NDF) To provide a legal access to the stored documents using IT and communication means To administer NDF efficiently To provide electronic services 13

EAIS important features Deals with original electronic documents, having the same legal value as hand-signed documents Assures the integrity, authenticity, non- repudiation and possibility to use the electronic documents for a long or unlimited time 14

EAIS main parts Public portal Internal portal Storage of electronic documents  physically located in Vilnius and Šiauliai  data replication  accessible through internal portal only 15

EAIS services 16 Internal portal Public portal Users Internal users Describe, transfer, search, access,… Free tools: create, sign, verify, view Institutions, users, doc. descriptions, classifiers Verify, accept, transform, store el. documents Information systems Interactive access Web services Administer… …and manage Documents storage: store, index, search,… E-government gateway ID Register of Legal Entities Register of State Servants

EAIS important functionality (1/2) Authentication of external users through e-government gateway All public functions could be invoked interactively and through corresponding Web services  Prepare descriptions of documents  Transfer electronic documents  Search for stored documents  Access public electronic documents 17

EAIS important functionality (2/2) Documents creation and signing components can be integrated in external IS Flexible configuration of authenticity checks Retention risk management  converting content into long-term storage files (PDF/A format)  extending e-signatures to XAdES-A format  means for physical preservation of electronic documents 18

EAIS conclusions EAIS has been launched in October The first national archive storing electronic documents signed with qualified e-signatures Currently EAIS deals with electronic documents of ADOC and EGAS specifications Government decrees (electronic) has been transferred to EAIS since

Summary “Standard-first” approach should be chosen (Free) tools for documents creation, presentation and verification should be provided  Comfort and ease of use is important Electronic archive is necessary for preservation of documents 20

Thank You! 21