Until now, a common practice in the processing of paper files was to incorporate a stamp on works projects, the bases of selective procedures, the documents of administrative clauses and technical prescriptions of public procurement, etc., once they had been approved by the competent body for these purposes. The stamp, by way of diligence, was signed by the Secretary and indicated the session of the collegiate body that had approved the specific document.
With the move to electronic processing, this practice (not established by the regulations) is being questioned, since the incongruity of printing electronic documents to put this stamp and digitizing them again to publish them in the Recruiter profile, for example.
In these cases, it would therefore be necessary to incorporate the following criteria as a new form of operation:
- Do not process the documentation that is attached to an electronic platform when you already have both the metadata and the corresponding electronic seals to guarantee the authenticity of the information and documentation published (Contracting Profile, ePanel, official newspapers, etc.).
- Implement mechanisms that allow this diligence to be carried out by electronic means while incorporating the date of approval, for all the documentation that must be delivered to the interested parties once approved by the corresponding body, such as projects for works, activities, etc. . Another issue is the need for the Secretary to continue signing, an act that can easily be replaced by an Automated Administrative Action.
The Copy service offered by the AOC incorporates in the authentic electronic copy a unique identifier and the full name of the document on each and every page of the generated document; in addition, it also allows the generated copy to be signed electronically using various signature mechanisms according to the needs of each entity (it will only appear on the first page of the document).