Intesa as the Certified Digital Preservation Officer

Digital preservation is the set of activities, rules, and tools that ensure the authenticity, integrity, readability, accessibility, and retrievability of electronic documents over time.

It is the core of document management compliant with Italian regulations, defined by the Digital Administration Code (CAD) and the AgID Guidelines on the creation, management, and preservation of electronic documents.

Entrusting preservation to a qualified provider means safeguarding the legal value of documents, ensuring they can be produced in legal proceedings, and freeing the company from management and regulatory complexity.

Intesa, a Kyndryl Company, acts as the Digital Preservation Officer, taking full technical and operational responsibility for the process on behalf of client companies.
This means guaranteeing security, compliance, and continuity in the preservation of digital archives and legally relevant documents.

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Who is the Digital Preservation Officer?

According to the AgID Guidelines, the Preservation Officer is “the party, internal or external, responsible for the management and supervision of the entire preservation system.”
It is a key role that ensures the legal validity and proper management of electronic documents over time.

In summary, the Officer:

  • defines the technical and organizational rules of the preservation process;

  • approves and updates the Preservation Manual, which documents the operating procedures and the parties involved;

  • ensures system security, access control, and traceability of operations;

  • validates and coordinates the activities of the preservation provider and any related service suppliers;

  • ensures the system meets the requirements of integrity, authenticity, and readability over time.

This role can be internal to the organization or delegated to an external party, such as Intesa, which has the necessary technical, infrastructural, and regulatory expertise.

What does it mean to entrust Intesa with the role of Digital Preservation Officer?

Entrusting digital preservation to Intesa means delegating the entire process management to an operator fully compliant with the AgID Guidelines. Intesa manages the entire document lifecycle, from initial intake to archiving, ensuring continuous monitoring and controlled access to information.

Intesa operates on certified infrastructures hosted in European data centers compliant with ISO 27001 standards and the GDPR Regulation, thus ensuring maximum data protection. In addition, Intesa keeps the Preservation Manual constantly updated, sharing it with the client to guarantee transparency and traceability of the activities performed.

To safeguard the legal validity of documents over time, Intesa uses digital signature and timestamping systems compliant with current regulations. This is complemented by regular verification activities and compliance audits, essential to preserve service quality and security.

With Intesa, the client company transfers the operational and technical responsibility of digital preservation to a qualified provider, achieving full regulatory security and peace of mind in management.

Roles in the digital preservation process

 

The preservation system includes distinct and integrated roles, each with specific functions:

The document producer

It is the entity (public body, company, or professional) that creates the electronic documents to be preserved and sends them to the preservation system.

The Digital Preservation Officer

Coordinates the entire process, verifies regulatory compliance, and approves operating procedures. Acts as the guarantor of proper preservation and the legal producibility of documents.

The Preservation Provider

It is the organization that manages the preservation platform and IT preservation services.

Intesa performs both operational roles, combining regulatory and technological expertise to provide a compliant and secure end-to-end service.

Responsibilities and regulatory obligations

 

As Digital Preservation Officer, Intesa ensures:

  • compliance with the AgID Guidelines and the Digital Administration Code (Legislative Decree 82/2005);
  • management and updating of the Preservation Manual;
  • continuous verification of authenticity, integrity, and readability of documents;
  • monitoring and recording of all operations (logs, metadata, audit trail);
  • protection of personal data in compliance with the GDPR;
  • availability of documents upon request, including in the event of disputes or inspections;
  • long-term archiving, including ten years or more, ensuring evidentiary validity.

Every activity is tracked, documented, and subject to periodic checks to maintain high standards of security and compliance.

Why choose Intesa as Digital Preservation Officer?

Choosing Intesa means relying on a partner recognized for expertise and reliability, which for over 35 years has supported companies and public administrations in the digitalization of document processes.

Intesa’s strengths:

Decades of experience in document digitalization and compliance

End-to-end approach: from intake to preservation, up to legal producibility

Team specialized in digital regulations and document processes

Operational continuity and dedicated support throughout the entire document lifecycle

With Intesa, every electronic document is managed according to certified standards, securely preserved, and legally valid over time for evidentiary purposes.

Entrust the digital preservation of your documents to Intesa

Digital preservation is not just a regulatory obligation, but a key element of trust, transparency, and legal protection.
With Intesa as Digital Preservation Officer, your company is compliant, protected, and always ready to produce its documents in a simple and secure way.

Discover how to securely entrust the digital preservation of your documents to Intesa.

We are at your service

The Intesa team consists of professionals who are reliable and have extensive experience in various market sectors.
Do you have any questions? Would you like to schedule a free and no-obligation consultation call? Fill out the form on the side with your request or simply let us know what you need. We will get back to you as soon as possible.