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 execution. This new functionality will allow public workers access only to the notifications of the entity in question (not to all the notifications that the person concerned has).eresThis functionality will allow authorized public employees to consult and open an electronic notification on behalf of the person concerned.eressada, with their prior authorization. In this way, we will advance in the digital transformation of our organizations without leaving citizens behind, fighting against the digital divide and promoting an inclusive administration, guaranteeing citizens their right to interact digitally with the administration thanks to the possibility of going in person to a citizen service office (OAC) and collecting an electronic notification.
What is assisted processing?
By virtue of art. 12 and 13 of Law 39/2015, it is the service by which a public worker, with the capacity to identify himself and sign on behalf of the persons concerned,ereshealthy, makes it easier for people toeresare electronically related to the public administration; in the case of electronic notifications, assistance and support consists of opening the notification on behalf of the interested person.eresnow.
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.eressat or his/her representabefore a public administration and, at that time, requests to be notified or communicated.
Who can perform this assistance?
According to art. 12 of Law 39/2015, only authorized officials may provide assistance and sign on behalf of the interessat. In this way, you must register in the Register of Officials Skills to public workers who provide services of this type.
In this sense, then, the staff of the Registry Assistance Offices are officials authorized to assist ineresused in the identification or electronic signature and the presentation 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).
Later, we will address the cases involving representation, such as:
- a natural person representant of a natural person appears before an OAC to access a notification of his representant (process attended to) or, the public employee is aware of the existence of this notification (spontaneous appearance).
- a natural person representaA legal entity (PJ) appears before an OAC and the public employee is aware that the PJ has a notification pending access.
In this sense, then, the casuistries of representation are pending waiting for this representation can 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 interested parties.eressats, without any nuance regarding their nature as PF or PJ. It is important not to confuse this with the processing attended to (where there is a distinction between obligated and non-obligated subjects).
Spontaneous appearance is, therefore, an exception to notification by electronic means, regardless of who the interested party is.eresSat.
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 must be proven. representation. The representation may be accredited by any means vàlid in Law that leaves reliable evidence of its existence (authorization, power of attorney, deed of incorporation of the company or corporate statutes).
The validation of the representation is carried out outside of e-NOTUM, in this way, the authorized official can verify the existence of this representation by making the inquiry to Representa manually, through access to this platform and checking the existence 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 individual appearing or the NIF/VAT of the individual or legal entity to whom the request is made. representa, and the details of the person appearing (in the case of representants) 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 include the details of the authorized public employee as well as the entry record of the authorization; the details of the recipient of the notification and the person appearing (in the event that this is a representant and not a recipient). You can consult a 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 commandseres Do we have to 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 people involvederesIf the health authority does not have the necessary electronic means, its identification or electronic signature in the administrative procedure may be vàlidcarried out by authorized civil servant personnel, through the use of the electronic signature system with which they are equipped for this purpose.
In this sense, a very good practice, instead of enabling the civil servant to access the notification, is to opt to provide assistance to the citizen so that he or she can obtain theidCAT Mobile (if they don't have one yet) and know how to access the notifications themselves. This assistance may involve a greater investment of time, but it involves doing it only once for that person and assuming the training of this 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:
