ELECTRONIC ARCHIVE INFORMATION SYSTEM

Saulius Ragaišis, Adomas Birštunas, Antanas Mitašiūnas, Arūnas Stočkus

Vilnius University, LithuaniaMitSoft, software company

Baltic DB & IS 20122012-07-10

Objectives

Presentation of Lithuania’s road preparing for electronic documents. Special attention to development of Electronic Archive Information System (EAIS) that was the final step completing this preparation.

2000: Law on Electronic Signature

2006: “Tool-first” approach (e.g., Justa)

2007: e-Servicing (Declaration) System of the Insurers (EDAS)

2008: Minimal requirements for the specifications 2009: ADOC specification2010: MDOC specification

2009: public free software tools2009: e-Servicing System of the Citizens (EGAS)2011: Electronic Declaration System of State Tax Inspectorate (EDS)2011: the Government electronic signature information system (ELPAS)2011: EAIS

MODEL OF ELECTRONIC DOCUMENT

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, and PAdES.

• The true artifact of interoperability is an electronic document.

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

Official electronic documents

• Should be adequate to the conventional documents

• Consist of three parts:- content, - signatures,- metadata.

Logical structure of el. document

Current el. document specifications

Product line Signa

• Signa Desktop – public free Windows OS application (download from http://www.mitsoft.lt/)

• Signa Web – public free web application (available at https://signa.mitsoft.lt/)

• Signa SDK – a set of application libraries for Java and .NET platforms (supports all current specifications)

• Signa Docs – web application for enterprises (featuring multiple users, electronic document workflows and the ability to sign with qualified signatures multiple electronic documents in bulk; ELPAS is based on it)

ELECTRONIC ARCHIVE INFORMATION SYSTEM

Project goal

To create an integral open IS for accepting and storing electronic documents of National Document Fund (NDF), providing a legal access to the stored documents using IT and communication means, administering NDF efficiently and providing electronic services.

EAIS important features

• Deals with electronic documents that are original documents, having the same legal value as handwritten (handsigned) documents.

• Assures the integrity, authenticity, non-repudiation and possibility to use the electronic documents for a long or unlimited time.

The system is unique (we do not know other corresponding system).

EAIS main parts

• Public portal• Internal portal• Storage of electronic documents:

- physically located in Vilnius and Šiauliai- data replication- accessible through internal portal only

EAIS subsystems

EAIS important functionality

• Authentication of external users through e-government gateway

• All public functions could be invoked interactively and through corresponding Web services

• 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

EAIS conclusions

• EAIS has been launched in October 2011. • The first national archive storing electronic

documents signed with qualified e signatures.• Currently EAIS deals with electronic

documents of ADOC and EGAS specifications.

Actions in progress

• PDF-LT specification.• Adjustment of the Law on Documents and

Archives.• Transfer of Government decrees (electronic)

to EAIS.

Summary

• “Standard-first” approach should be chosen.• ADOC and MDOC specifications were

nominated as main strategic innovation 2010 in Lithuania.

• Product line Signa was awarded as a winner of national contest “Innovative Product 2011”.

• Electronic Archive Information System is unique not only in Lithuania, but also in the world.

QUESTIONS?

APPENDIX

Simplest signing scheme

Simplest validation scheme

Advantages of el. documents

• Save time and costs of ordinary post services and/or further management.– The scanning costs per year in Lithuania would

exceed 10 M€.– Average 3-year ROI of electronic documents

management exceeds 300%.• Full reliability of document content,

possibility to use fragments for preparation of other documents, possibility to search in a document text.

Classification of interoperability solutions

Physical structure of el. documents

• ZIP-based electronic document (container) format conformant with ETSI TS 102 918

• XAdES electronic signatures of detached topology according to ETSI TS 101 903

• Metadata is an integral part of the electronic document, i.e. it is embedded according to ISO 15489-1

• Main document should be stored in root directory. Appendices and attached documents may be stored in one or more directories (maximum number of levels ≤ 3).

• …

Example. Logical-physical mapping

ADOC content formats

• Word processing: docx, odt.• Spreadsheets: xlsx, ods.• Presentations: pptx, ppsx, odp.• Vector graphics and text formats: pdf.• Raster graphics formats: tif, tiff, jpg, jpeg, jfif,

png.

Electronic document signatures• Signatures standard:

– XAdES v1.4.1• Electronic signatures formats:

– XAdES-EPES– XAdES-T– XAdES-C– XAdES-X– XAdES-X-L– XAdES-A

• Signatures may be:– Parallel– Hierarchic

MDOC specification

• 90 % based on the ADOC v1.0• MDOC specification redefines allowed

main document and appendix formats:– Machine readable content formats: xml, ffdata– Visualization formats: css, xslt, fo, mxfd, pdf– Image formats: tif, jpg, png (only for appendixes)

• Attachments are not allowed• MDOC specification defines special requirements for

content data visualization

Software requirements

• CWA 14170:2004 Security requirements for signature creation applications

• CWA 14171:2004 General guidelines for electronic signature verification

• ETSI TS 101 861 V1.2.1:2002 Time stamping profile

• ETSI TS 101 862 V1.3.3:2007 Qualified certificate profile

EAIS public free tools

• Web application (available at https://adoc.archyvai.lt); if compared to Signa Web this application is more beginners oriented, as all the time user is guided by wizards.

• Signa Desktop