What is josh Protocol!
With the term case management system we refer to the set of calculation resources, the equipment, the communication networks and the computer procedures used by the PA for document management. In addition to this definition, the reference norm (Italian Presidential Decree 445/2000) gives specific indications regarding whether or not a Case Management system is valid, in particular based on 4 possible levels of creation:
- Minimum Nucleus
- Document Management
- Document WorkFlow
- BPR “Business Process Reengineering”
josh Protocol! is natively integrated with Microsoft SharePoint technology and with the it Consult josh platform; it covers 4 levels of the DigitPA standard (ex Cnipa ), the Italian agency which sets the standards of all the Public Administration (PA), and its place within the system is that of a fundamental technological solution for starting up – in reality – the modernization process of the PA.
josh Protocol! it is also integrated with the Office 365 cloud platforms (SharePoint Online) and Microsoft Azure, thus allowing different configurations: it can be installed on physical or virtual machines, locally, on the cloud or as a PaaS service (Platform As a Service).
The solution is also available in SaaS (Software As a Service) mode: josh Protocol! Live is the solution available through the purchase of a service that includes software licenses and infrastructure, in which the reliability and security requirements are fully respected.
Display and management of recorded document
josh Protocol! allows full respect of the requisites for privacy and protection of the public documents collection. Given the flexibility of the authorization policies, the Registering user decides which users/groups have access to the document and how (display only, saving to a local machine, printing of one copy of the document, forwarding via mail). josh Protocol! also offers the possibility of displaying the document properties, the dossier it belongs in and its relation to other documents and/or dossiers present, as well as information on the digital signature, if present.
A simple interface shows the complete list of the records registry which can then be exported and digitally signed in compliance with the laws and regulations in force. Consolidation may by either programmed or manual and, if desired, may be a prelude to the successive phase of Substitutive Conservation of the recorded documents.
josh Protocol! allows the start-up of a process/workflow upon recording: therefore not only the recorded document is made available for consultation by the authorized users, but the system automatically sends the josh process tasks to be performed to those involved. Similarly, the recording interface can be enabled during the execution of a process.
The josh Protocol! components
The functions of the platform are contained in four main sub-systems:
- josh Protocol! WebAdmin – Component integrated in Microsoft SharePoint allows the easy and simple management of the entire Case Management environment and of the single department, Homogenous Organizational Area in the josh Protocol! terminology. From WebAdmin the main parameters of the application can be set, the records registry and the consolidation activities can be managed. It is also possible to administrate the Homogeneous Organizational Areas, the Organizational Units (OU) of the entire structure as well as the Users, with the possibility of also monitoring their permissions on a document management level (role assigning).
- josh Protocol! FrontEnd – Groups the search functions and the activities related to document management. Completely integrated with Microsoft SharePoint, it is the part of FrontEnd that allows secure, easy and intuitive action on the document and allows complete management and control of the Case Management activities by the user whose role has been enabled. The user in charge of records management has a complete view of the assigned documents in the recording phase.
- josh Protocol! Viewer – The web displayer allows complete management on a server level of the display of the documents present in the system. Great attention has been given to the management of the permissions assigned to the users: the distinctive characteristic of this component lies in the possibility of authorizing and tracing the single operations on the documents, namely printing, saving locally, forwarding via mail and, naturally, the simple viewing of the document.
josh Protocol! allows the recording of incoming/outdoing paper and electronic documents, using a variety of methods: from a dedicated station, via web, via Outlook.
The paper documents are recorded using the josh Scanner tool (integrated into the platform) which allows the acquisition of the document in electronic format, after it has been “registered and stamped” with a bar code and a label has been affixed to the document itself.
The system can also monitor a Certified Electronic Mailbox (an e-mail system that in Italy has the same legal value of the certified mail) by actually integrating the document recording procedure into the normal e-mail system.