Integration with Data Mailboxes

The new law on the information system of public administration, which regulates electronic operations and the authorized conversion of documents became effective as of 1 July 2009. Data mailboxes of the Ministry of the Interior are set up data mailboxes for all legal entities, that is, all subjects of public administration, including non-profit organizations, and commercial firms.

The data mailbox allows communication with public administration and replaces the use of ordinary paper contacts with electronic contacts. It markedly optimizes internal processes of public administration and thus ensures faster, more reliable, and less expensive provision of services of public administration to the broadest segment of the public. An important element of the law is the recognition of electronic documents as equals of paper documents and the ensuring of their security.

We ensure the integration of your systems with data mailboxes

We offer a solution that will communicate directly with the Data Mailbox Information System (ISDS) through Internet services. The solution that we have designed contains all of the basic functions for communication with ISDS, and thanks to the great modularity of the system we are able to adapt the application precisely according to your requirements and needs of an intracompany information system.

Main benefits of the product:

• Integrity of the company information system with ISDS.
• Meets current legislated conditions.
• Direct communication with ISDS from an environment that you are accustomed to with the assistance of Internet services.
• Accessibility - documents received from ISDS are available any time and from anywhere.
• Possibility of adaptation and growth - the system is open and modular, which allows its modification precisely for the customer’s needs as well as its expansion in the future.

Main parts of the product:

The new module for communication with ISDS, which is realized with the help of two Lotus Notes databases:

• E-Mail Room for the data mailbox database
• Storage of Documents for the data mailbox database

Envelopes of received and sent messages are recorded in the E-Mail Room for the Data Mailbox together with records of their delivery or receipt to specific applications. Also logged are questions and the system’s answers for verifying the existence of data mailboxes.

Contents of received and sent messages are stored in Storage of Documents for the Data Mailbox and tied to metadata (envelopes of messages) in the E-Mail Room for the Data Mailbox. After being recorded in the Filing Service the target document will also be tied by paper with the message’s envelope in the E-Mail Room for the Data Mailbox and with its content in the Storage of Documents for the Datamail Box.

Main functions of the application:

The E-Mail Room for the Data Mailbox database:

• takes received messages from the Data Mailbox and prepares them for recording in the company information system (e.g., Filing Service)
• takes messages from the company IS and sends them to the ISDS
• records information on the delivery and receipt of sent messages
• allows authorized conversion from electronic to paper form and vice versa, and the recording of records on conversion s carried out as per Law No. 300/08 Coll.

The Storage of Documents for the Data Mailbox database:

• serves for storage of contents (attachments) of messages
• authorized workers will have access to this database for reading stored contents of messages
• ordinary users will access files stored in the storage directly from connected documents of the company IS based on clearly defined access rights.