Until now, a common practice in the processing of paper files was to incorporate a stamp in the works projects, the bases of selection procedures, the specifications of administrative clauses and technical prescriptions of public procurement, etc., once they had been approved by the competent body for this purpose. 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 transition to electronic processing, this practice is questioned (not established by the regulations), as there is even the incongruity of printing electronic documents to put this stamp and re-digitize them to publish them in the Contractor profile, for example.
In these cases, the following criteria should therefore be incorporated as a new form of operation:
- Failure to process the documentation attached to an electronic platform when it already has both the metadata and the corresponding electronic stamps to guarantee the authenticity of the information and documentation published (Contracting profile, eTauler, official newspapers, etc.).
- Implement mechanisms that allow this diligence to be carried out by electronic means, 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 works projects, activities, etc. . Another issue is the need for the Secretary to continue to sign, an act that can easily be replaced by Automated Administrative Action.
The Copy service offered by the AOC incorporates into the true 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 you to electronically sign the generated copy using various signing mechanisms according to the needs of each entity (it will only appear on the first page of the document).