- Integration
- Electronic notification
Prepare the e-NOTUM service for its migration to the AWS cloud
From the AOC Consortium we are finalizing the details of a new functionality of e-NOTUM which is the processing taken care of in the display and opening of electronic notifications. We share the details with you in case you want to send us comments and appreciations about it through our improvement portal
This functionality will also allow its use to practice notifications through spontaneous appearance, with electronic traces of its completion. This new functionality will allow public workers access only to the notifications of the body in question (not to all the notifications that the interested person has). This functionality will allow skilled public employees to consult and open an electronic notification on behalf of the person concerned, with their prior authorization. In this way, progress will be made in the digital transformation of our organizations without leaving citizens behind, fighting against the digital gap and promoting an inclusive administration, guaranteeing citizens their right to relate digitally with the administration thanks to the possibility of going in person to a citizen attention office (OAC) and collecting an electronic notification.
What is assisted processing?
By virtue of art. 12 and 13 of Law 39/2015 is the service by which a public worker, with training to identify himself and sign on behalf of the interested persons, facilitates the interested persons to relate electronically with the public administration; in the case of electronic notifications, the assistance and support consists in the opening of the notification on behalf of the interested person.
What is spontaneous appearance?
By virtue of art. 41 of Law 39/2015 notification by spontaneous appearance consists of the practice of notifications by non-electronic means, derived from the presence of the interested party or his representative before a public administration and, at that time, request be notified or communicated.
Who can perform this assistance?
According to art. 12 of Law 39/2015 only qualified officials can provide assistance and sign on behalf of the interested party. In this way, it is necessary to register at Register of Officials Skills to public workers who provide services of this type.
In this sense, therefore, the staff of the Registration Assistance Offices are officials qualified to assist those interested in the identification or electronic signature and the submission of requests corresponding to a procedure.
What are the use cases?
A natural person (PF) appears at an OAC and requests access to a specific notification (process attended and spontaneous appearance).
Cases that involve representation will be addressed later, such as:
- a natural person representing a natural person appears at an OAC to access a notification from their representative (served processing) or, the public employee is aware of the existence of this notification (spontaneous appearance).
- a natural person representing a legal entity (PJ) appears at an OAC and the public employee is aware that the PJ has a pending notification.
In this sense, then, the cases of representation are pending, waiting for this representation to be correctly collected in the evidence.
Why is it useful for both individuals and legal entities?
As we have seen in the previous section, this new functionality can be applied in the following cases:
- Natural persons: in case of spontaneous appearance and processed.
- Legal persons: in case of spontaneous appearance.
In this sense, article 41 of Law 39/2015 provides for notification by spontaneous appearance for the interested parties, without nuance regarding their nature of PF or PJ. It is important not to confuse this with the processing provided (where there is indeed a distinction between obliged and non-obligated subjects).
Spontaneous appearance is therefore an exception to notification by electronic means, whoever the interested party is.
How do we collect authorization or consent?
The public employee must request that the natural person fill out and sign the authorization for the opening of the notification, both in the case of attended processing and in the case of spontaneous appearance and must enter it in the register of entrance of the organism. A proposal has been prepared from the AOC authorization model, but each of us will be able to use the ones we consider relevant.
How do we validate the representation?
In the event that the person appearing is not the recipient of the notification, this representation must be proven. The representation may be proven by any legally valid means that provides reliable evidence of its existence (authorization, power of attorney, deed of incorporation of the company or corporate bylaws).
The validation of the representation is carried out outside e-NOTUM, in this way, the authorized official can check the existence of this representation by performing the query in Represents manually, through the access to this platform and the verification of the subsistence of the representation, or by reviewing the documentation provided by the person appearing.
This validation must be included in the authorization signed by the person appearing.
At an operational level, when accessing e-NOTUM to consult the notification, it will be necessary to indicate the name and ID of the person appearing if we want this information to appear in the evidence.
How does the operation work?
The public employee (with a worker's or public employee's certificate) and having the role of qualified civil servant with assistance capacity, must access the e-NOTUM citizenship portal of the body in question.
e-NOTUM, upon checking the credentials, will allow you to access with the role of an authorized official, providing assistance to the natural person appearing.
The public employee must identify the NIF/NIE of the natural person appearing or, the NIF/VAT of the natural or legal person he represents, and the data of the appearing person (in the case of representatives) as well as the authorization entry registration number.
By pressing "Accept", e-NOTUM will check credentials and the employee will access the notification mailbox of the person filtered by the entity and the employee will be able to access the specific notification or notifications.
What evidence of the procedure do we have?
When accessing the notification, the evidence will be informed of the data of the authorized public employee as well as the registration of the authorization; the details of the recipient of the notification and of the person appearing (if this is a representative and not a recipient) will also be included. You can check one example of evidence.
What benefits does it bring for the administration?
This new functionality will allow:
- Public service for attention to citizens
- Attended processing and spontaneous appearance
- electronic traces
What other ways do we provide assistance to individuals?
Assisted processing is just one of the ways we have to provide assistance to natural persons in accessing electronic processing.
In this way, Law 39/2015, of October 1, in article 12 provides for a double level of assistance:
- General assistance in the use of electronic media: should be understood as support and information by official staff. In particular, with regard to identification and electronic signature, existing means and form of use.
- Specific assistance: if any of the interested persons does not have the necessary electronic means, their identification or electronic signature in the administrative procedure may be validly carried out by qualified official staff, by using the electronic signature system that is equipped for this purpose .
In this sense, a very good practice, instead of authorizing the official to access the notification, opt to provide assistance to the citizen so that he obtains the Mobile idCAT (if he does not have it yet) and knows how to access the the notifications. This assistance may mean a higher investment of time, but it means doing it only once for that person and assuming the training of that person not only for the collection of notifications but for any other electronic processing.
Examples of other administrations that are working in the same line regarding the practice of notifications by spontaneous appearance: