PECFOLDER
A system for long-term filing and storage of messages and attached documents sent and received by PEC (certified email address)
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The use of PEC has become mandatory for some kinds of communication with the public administration and also between private companies as well.
So companies, lawyers, engineers, architects, accountants, notaries, surveyors, industrial experts, geologists, etc. are now provided with their own certified e-mail box, officially published in special lists of professional orders and at the Chamber of Commerce.
The PEC is for all intents and purposes assimilated to normal electronic mail (e-mail) of which it retains the simplicity of use, but with the same legal value as a registered letter with return receipt.
In addition, the telematic characteristic of the transmission channel makes PEC suitable for the use of this type of tool for sending and receiving official documents, also in telematic form, including electronically signed documents.
Recently, many processes have become full digital (e.g., electronic invoice to and from SDI, telematic legal proceedings, petitions to the public administration, etc.) thus greatly increasing the use of this transmission channel by both professional firms and companies.
PECFolder is the tool proposed by Unimatica-RGI to manage the archiving of certified electronic mail and its attached electronic documents, regardless of the PEC Provider by the nature of the documents, whether they are electronically signed or unsigned. The system also allows the use of multiple PEC boxes, even from different providers, if the professional or company has chosen to activate specialized boxes for different types of communications.
The name PECFolder originates from the desire to consider a message received or sent via the Certified Electronic Mail transmission channel as a file that groups together all the elements capable of identifying the integrity of the message itself.
The subsystem is responsible for drawing and managing a perimeter in which to contain all the above elements.
FUNCTIONS
- PEC acquisition and deposit in regulation-compliant storage
- File creation that groups together all the elements to identify the integrity of the message itself
- Notifications retrievable with a single simple and fast search and display function
- Possibility to decide how long to store PECs and their attachments
- Association of the typical metadata of a PEC communication in addition to the mandatory ones
- Specific mailbox cleaning function from correctly retained messages
For example, in the case of a sent message, the corresponding PEC folder will contain both the sent message proper and all of its elements, but also the receipts by the PEC provider and the receipts of successful delivery (or delivery error) that the receiving PEC provider sends. The PEC folder thus composed, including the attachments in the messages, can then be sent for legal preservation.
- every communication, sent or received, is fully retrievable with a single request, without the need to reconnect different messages ex-post;
- each communication can be kept in the archiving system for an arbitrary period, even much longer than the minimum legal requirements for PEC providers, which, by the way, have no obligations with respect to attachments to messages;
- communications sent to storage can be deleted from the mailbox, making its management more agile.
Each message is associated with the metadata that was defined when the service was set up.
At a minimum, the implicit ones typical of an email will be used:
- email addresses involved (sender, recipients, knowledge copy)
- subject of the message
- reference date and time
- competent mailbox
- unique id of the message