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Glossary of Terms

Advanced digital signature

The advanced digital signature is the electronic signature that identifies the person who signs and also detects any subsequent change in the signed document.

Authentication

Authentication is the process of confirming that a person is who they claim to be. This process consists of an identification by the interested party by providing information known to both parties (the person involved and the public administration or its certification services provider) and a verification of these identification data by the interested party by a system that validates its agreement with the information previously registered.

Automated administrative action

An automated administrative action is any act or action by a public administration within the framework of an administrative procedure in which a public employee has not been directly involved, and which is carried out entirely by electronic means. An example of an automated administrative action is the process for secure digitalisation of the documents provided by citizens, in which the scanned document is automatically signed with the institution's stamp after it has been checked by the staff of the administration of the Government of Catalonia.

In order to carry out the automated administrative action, the identification and signature in the electronic process must be guaranteed by the use of an electronic stamp, based on a recognised or classified electronic certificate that meets the requirements stipulated by the legislation on electronic signatures, or a secure verification code system (hereinafter a SVC (articles 41 and 42 of Law 40/2015 of October 1 on the legal system of the public sector).

Catalan digital identity

In the broadest sense, this encompasses the various systems available to facilitate the identification of natural or legal persons.

These systems are:

  • Digital certificate with high security level Certificates issued by certification entities installed on devices external to the computer such as pen drives, cards, etc. (idCAT Certificate)
  • Digital certificate with medium security level Software certificates issued by certification entities and installed on a personal computer. (idCAT Certificate)
  • Systems with a medium security level Key-based systems previously registered in a registry (idCAT Mobile). The validation is carried out by checking the national identity document no. and mobile phone number that have been registered previously, and a one-time password is subsequently sent to the mobile phone.
Certified copy

Copies made in paper format of public administrative documents issued by electronic media and signed electronically are considered certified copies provided they include the printing of an electronically generated code (a secure verification code or SVC) or other verification systems that enable their authenticity to be checked by accessing the electronic archives of the public Administration, issuing body or institution (Verification of documents by the Electronic Office).

Copies made by electronic means of electronic or paper documents issued by the interested party or by the public administrations, whether they maintain the original format or otherwise, are immediately considered certified copies, provided that the original electronic document is in the possession of the administration and that the information regarding the electronic signature, and the time stamp, if applicable, provide confirmation that it matches the aforementioned document.

Digital archiving

Digital archiving is the administrative action to store administrative documents or files in electronic format, in order to ensure the identity and integrity of the information they contain in the long term.

Digital documents that contain administrative proceedings that affect the rights or interests of individual persons must be preserved in media of this type, in either the same format as that in which the document originated or in any another format which guarantees the identity and integrity of the information necessary to reproduce it. The possibility of transferring data to other formats and media that ensure access from different applications must be guaranteed under all circumstances.

Digital certificate

A digital document signed by a certification body that enables holders to identify themselves and provide a secure digital signature, as it guarantees the identity of the holder to third parties when an electronic transaction is being carried out.

Digital document

A digital document is information of any kind, in electronic format, stored in an electronic medium according to a specific format and subject to different identification and treatment.

The public administrations can validly issue administrative documents by digital means, provided they can include one or more digital signatures. In addition, they must include a time reference, which must be guaranteed by electronic means when the nature of the document so requires.

 

Digitalisation of private documents submitted by citizens

Public administrations may acquire digital images of private documents submitted by citizens, which have the same validity and effect as those provided through digitalisation processes, which guarantee the authenticity, integrity and preservation of the image document, and this must be recorded. This acquisition may take place through an automated administrative action, using the relevant digital stamp.

Digital file

The digital file is the set of electronic documents relating to an administrative procedure, regardless of the type of information they contain. The digital file must include an index that lists all the documents that comprise it, regardless of its format.

Digital notification

Digital notification can be defined as the practice of notification by electronic means, and has the same legal effects as traditional notification in paper format.

The system must keep a record of reception, access and reading of notifications by the interested party.

Digital notification performed

When a digital notification has been made available at the Electronic Office, it will be deemed to have been performed in two cases:

  • The interested party has accessed its content within the validity period of the notification.
  • The interested party has not accessed the content but the validity period has elapsed.

When a digital notification is deemed to have been performed, the processing of the procedure continues.

Digital signature

The digital signature is the set of data in electronic format that can be used with others associated to those data as a means of identifying the signatory to applications or other documents.

Electronic register

A system that provides reliable evidence of the reception or dispatch of applications, documents and communications that are processed by telematic means, which operates 24 hours a day, every day of the year.

Procedures can be requested online must be requested using their specific form, which will be automatically registered at the time the interested party sends the application for processing.

The Electron Register option offered by the Electronic Office of the Administration of the Government of Catalonia is the Generic Request procedure, and is only used for applications and communications concerning issues which do not have a specific online procedure.

 

Integrity

A property or characteristic consisting of the fact that the information asset has not been altered in an unauthorised manner.

Interoperability

The ability of organisations to share the information they hold in their information systems and the procedures they support, in order to achieve common objectives and make it possible to exchange information between them.

Provision of an electronic notification

The provision of an electronic notification consists of its publication in the personal space (My folder) of the Electronic Office. If the interested party has provided an email address, they will receive an alert via this channel, when the notification is made available.

Secure processing environment

The capacity of networks or information systems to resist with a certain level of confidence accidents or illegal or malicious actions that compromise the availability, authenticity, integrity and confidentiality of the stored or transmitted data and of the services that those networks and systems provide or make accessible.

Traceability

Traceability is the ability to reproduce the history of the entire process of a procedure. The system will store information about each step in the process of the application by the interested party, the processing by the management body, the communications and notifications until the management of storage and archiving of the documentation. The aim is to guarantee evidence for the public and to quickly locate the source of any incidents that may occur, and prevent their repetition.

Usability

The quality of a web page or of a computer programme as being easy to use, and taking into account aspects such as the readability of the texts, the speed with which the information is downloaded, its manageability and the ability to meet the user's needs.

Web accessibility

Web accessibility consists of the development of web pages on the Internet that can be accessible to all users regardless of their disabilities (visual, auditory, cognitive, motor, technical or environmental) and the device used.