GEISER ensures the elimination of paper through the digitalisation of the documentation presented by the citizen in the offices, complying with ENI (Spanish National Interoperability Scheme), the exchange of records in electronic format with all the administrations integrated in SIR, and integration with the processing applications for the exchange of entries and documentation, as well as the legal requirements contemplated in Spanish law (39/2015, de l'1 Octubre) on the Common Administrative Procedure of Public Administrations (https://boe.es/diario_boe/txt.php?id=BOE-A-2015-10565).
Subject to the documentation validity, documentation which can be incorporated is:
- Original: for administrative, private or non-administrative documents attached to a register.
- Authentic electronic copy: for original documents submitted by the interested party and digitised by the office staff.
- Copy: for non-original documents submitted by the interested party and digitised by the office staff.
The University aims at incorporating a certified digitalisation process prior to the execution of the registry entry as a fundamental objective for its digital transformation processes.
All electronic documentation incorporated in GEISER is, thus, previously digitised in a certified manner. It is digitally signed with a UV Body's Seal, a time stamp is incorporated and the corresponding metadata is generated (at least those required by the ENI, the Spanish National Interoperability Scheme).
This process will eventually allow the Registry Offices to collate the documentation presented by citizens. This documentation can then be incorporated into electronic files that have already been started or can be used by citizens in their electronic procedures with the University.
General process of reception and digitalisation of the documentation submitted by citizens.
1.- PRERATION OF DOCUMENTATION
2. - GROUPING THE DOCUMENTATION
3.- DIGITISING THE DOCUMENTATION
The interested party shall provide the documentation to the registration staff, who will scan and attach it to the entry.
- Spanish ID (DNI)
- Application or request
- Documentation addressed to UV
The registry staff digitises documentation in a certified manner, using a scanner and a certified scanning SW. Documentation is attached when registering the entry in GEISER.
The registry staff shall choose between the "black and white" or "colour" options subject to the type of the document, paying particular attention to the presence of logos, underlining, ink stamps, colour codes, etc. on the document. In case the colour information in the document does not generate legal effects, the documentation may be scanned in black and white. Colour scanning is recommended when doubting about the importance of colour in the document.
Scanning should preferably be done at a resolution of 200 dpi and in pdf output format, although any format included in the Technical Interoperability Standard of the Catalogue of Standards can be accepted, but for some formats which may contain files with viruses or not supported formats: .zip, .rar....
In the event that the resulting digital image is not optimal, it may be adjusted for readability (contrast, reorientation, border removal, etc.) using available software. Once scanned, the staff of the Office of Registry of Origin shall check:
- The resulting number of pages in the file matches the number of pages submitted by the citizen.
- The resolution is adequate and the image is legible and faithful to the paper document.
This check process is similar to that required on paper for validation. For documents submitted are in poor condition and it is not possible to produce a legible scanned image, they shall be sent on paper to the Office of Registry Destination.
Certified digitisation process at the University of Valencia
4.- SEPARATE ACCORDING TO REGISTER SIZE CONSTRAINTS
5.- RETURN TO THE PERSON CONCERNED OR TO THE ORIGINAL PROCESSING UNIT
General process of reception and digitalisation of documentation provided by the citizen.
