Identity and Residence Data Verification Systems

Acronym of the case:

IRDVS

Web address of the case:

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Country of the case:

Spain

City/region:

Spain

Posting Date:

3 August 2007

Last Edited Date:

09 March 2010

Author:

Jose Antonio Eusamio (Ministry of Presidence)

simplification | policy | Flagship

Type of initiative

Strategic initiative

Case Abstract

The Ministry of Public Administration of Spain (MAP), in order to stimulate the eAdministration, is promoting horizontal services to simplify administrative procedures. The Identity and Residence Data Verification Systems for Spanish citizens (IRDVS) is an example of this type of initiative. The aim of these systems is to remove the paper photocopies of the national identity and residence documents usually requested to the citizens in the majority of the administrative procedures. This procedure is being replaced by a paperless electronic request to the IRDVS, with the same legal value as the traditional identity documents.

Description of the case

Domain

eGovernment

Topic

Sector

Other

Date

May 2006 to December 2007

Date operational

January 2007

Target Users

Citizen

Target Users Description

The aim of IRDVS is the simplification of the administrative procedures, so its target group is all the Spanish Public Administration (national, regional and local). On the other hand, these systems benefit indirectly the Spanish citizens, since the bureaucratic procedures have been reduced. However, this obligation only concerns the national administration. The regional and local administrations, although they are not obliged to remove these documents of their administrative procedures, can benefit from the IRDVS signing an agreement with the MAP. Currently, there are 600 public organisation departments using these systems. Since they became operational on January 1, 2007, the use of the IRDVS has been increasing gradually. By June 30, 2007, a total of 217.524 consultations of citizensÃ¢â‚¬â„¢ identities and 21.875 consultations of residence have been made. During 2007 several local and regional administrations are expected to join the use of these systems through the corresponding agreement with the MAP. By 2008 the majority of the procedures of the Spanish administration will not require any paper photocopies of identity or residence official documents.

Scope

National

Status

Operation

Language(s)

Spanish

Policy Context and Legal Framework

Since 1992, the Spanish Law 30/92, LRJPAC, in its article 35.f, considers the right of citizens to not present in administrative procedures documents which are already in power of the Administration. However such basic documents as a photocopy of the national identity document or the certificate of residence are still being requested for the majority of administrative procedures. It is considered that the number of photocopies of identity accrediting documents Spanish citizens present annually for administrative purposes adds to more than four million. Likewise, at least three million citizens change their legal residence address every year. In terms of Administration procedures, this means the issue of 10 million certificates of residence requested by citizens to justify their new residence. Taking into account these facts, in May 2006 two Royal Decrees (RD 522/2006 and RD 523/2006) were published. Their goal is to eliminate the request of paper photocopies of identity documents and the obligation to ask for the certificate of residence as a proof of the citizenâ€™s home and residence. The decreeâ€™s scope only implies the national Administration, not to the local or regional ones. Since that moment, the IRDVS began to be designed, and the orders PRE/3949/2006 and PRE/4008/2006 were written. These orders lay down the technical configuration, characteristics, requirements and access procedures of the IRDVS. The publication date of these orders coincides with date the system became operational. IRDVS is operative since the 1st of January, 2007. Since that moment the Spanish Administration has to check the data of the identity and/or residence of a citizen through IRDVS. These consultations are made with maximum guarantees of safety and by preserving the privacy of the data.

Project Size and Implementation

Type of initiative

Not applicable/not available

Overall Implementation approach

Public administration

Technology choice

Proprietary technology

Funding source

Public funding national

Project size

Implementation: €500-999,000

Yearly cost:

€300-499,000

Technology solution

Two fundamental concepts have ruled the design and implementation of IRDVS: the interoperability and the re-use of systems. IRDVS has been built taking into account several basic services that were available at the time of its design. In that way, IRDVS mainly uses services provided by the multi-PKI validation platform (@firma); services of the Time Stamp Authority platform (TSA), and the specification of messages defined by the SCSP project - message for data transmissions among Administrations. On the other hand, to check the identity of a citizen or to obtain a home address, the IRDVS makes requests to the DGP (Spanish Police Department) or the INE (National Statistics Institute), the competent organisations able to provide that kind of information. So, whenever an organisation wishes to check some citizenâ€™s data, at least five systems come into play: IRDVS, @FIRMA, TSA, DGP and INE. Logically, each service has its own technological infrastructure, and one of the challenges of IRDVS is to guarantee the interoperability and technological independence of all of them. For that reason, the current platform of IRDVS is defined as a Service Oriented Architecture (SOA) based on the following elements: - Web Services specifications based on WSDL. - Use of XML documents to exchanged data among different services involved in the system. - Web Services electronically signature through XMLDsig. - Establishment of secure communication channels between the participants through SSL protocol. - Use of electronic certificates - Time Stamping Services (TSA).

Impact, innovation and results

Impact

The fundamental aim of the IRDVS is to remove the obligation to present paper photocopies of the official Spanish identity and/or residence documents in all administrative procedures. With the IRDVS, these documents are replaced (in cases where the justification is essential) by a request to the database of the Police Department or the National Statistics Institute respectively. Besides, this system also pursues: - Improve the services of the Public Administration, saving time to the citizen. - Reduce the document load that citizens are forced to present in administrative procedures. - Improve the degree of satisfaction of the citizens regarding the Public Administration. - Simplify the administrative procedures in the area of the General Administration of the State. - Improve the effectiveness of the administrative procedures. - Increase the organizational interoperability among the different departments and organisations of the administration. - Increase the number of basic services that the MAP puts at the disposal of other Administrations. - Promote the use of the TIC and the re-use of services to improve the effectiveness in order to simplify the administrative procedures. To be able to secure all these objectives, it is necessary to act in three fronts: - First of all, all the administrative procedures must be simplified, analysing the cases in which it is really necessary to request the citizen official documents of identity and/or residence. - In those administrative procedures in which the presentation of these documents is essential, it will have to be analysed if the organisation has its own mechanisms to obtain the data. - Only if after analysing the two previous points it is still necessary to enclose the official certificates, the public entity will be able to consult, through the IRDVS, the identity or residence data of the citizen (with his specific consent). The IRDVS acts in the last of the three points mentioned before. According to the Royal Decrees, RD 522/2006 and RD 523/2006, whenever a citizen expresses his consent, the documents accrediting identity and residence can be replaced by a request to the IRDVS. The result of this request has the same legal value as the corresponding official document. Innovation: One of the most remarkable aspects of this project is the political commitment it has received since its own conception. It is one of the first eAdministration services in Spain regulated by a Royal Decree. Another notable aspect of this telematic service is that it has managed to overcome wide organizational interoperability issues within the civil services. This interoperability happens in two senses: - With the organisations suppliers of data, that in this case comes from the Spanish Police Department (DGP) and the National Statistics Institute (INE) - With the consumers of that information (all the public sector organisations). By the end of June 2007, a total of 642 public organisations had already joined the system. However, the innovating aspect of this system is not restricted to the political commitment and the organizational interoperability of the public sector. Furthermore, it is one of the first horizontal services that the MAP puts at the disposal of all the Public Administrations in order to facilitate the provision of electronic public services, in fulfilment with Law 11/2007 of Electronic Access of the Citizens to Public Services. In their relationships with the administration, citizens usually have to go from one office to another to obtain official documents. However, with the IRDVS and its law development, the exchange of information among administrations has been boosted, enabling means to avoid citizens to provide copies of documents of the own Public Administration.

Lessons learnt

Lesson 1.The IRDVS is an example of a system able to deal with interoperability in its three levels: organizational, semantic and technological.Lesson 2. It is worth to mention that the organizational interoperability was guaranteed thanks to the political support (through the new law regulation) the system had from its beginning. Lesson 3. Furthermore, that organizational interoperability helps to simplify all the administrative procedures.Among other goals , this initiative promotes, in relation to the administrative procedures: simplification of the administrative procedures improvement of the effectiveness of the administrative procedure, reduction of the volume of the files, saving role and space of storage, improvement of the quality of the data diminishing the falsifications and transcription errors and enable the citizen to put in practice their rights of not contributing with data and documents what Civil services already have. Notable aspects of this project are: The committment it has received since its inception. It is one of the first eAdministration services in Spain regulated by a Royal Decree (RD 522/2006 and RD 523/2206).It has managed to overcome wide organisational introperability issues within the civil services. This interoperability happens in ways:1. With the organisations suppliers of data, coming from the Spanish Police Department (DGP) and the National Statistics Institute (INE).2. With the consumers of that information (all the public sector organisations).However, the innovating aspect of this system is not restricted to the political committment and the organisational interoperability of the public sector.It is one of the first horizontal services piu at the disposal of all the Public Administrations in order to facilitate the provision of electronic public services, in accordance to the Law 11/207 of Electronic Access of the Citizens to Public Services.In other relationships with the administration, citizens usually have to go from one office to another to obtain official documents. However, with the IRVS and its law development, the exchange of information among administrations has been increased, enabling citizens to provide copies of documents of their own Public administration.The main disadvantages this system presents could be summed up in the following points: Communications among organisations are rationalised; where before relations had to be maintained bilateral.Relations are now maintaind though a single speaker (this system) who will channel all the requests to the different organisations suppliers of data.It is a single information point for the resolution of incidences for techniques and business.Access to data is homogenised, by unifying the interace os access to them.The safety and confidentiality of the personal data exchanged by this system are guaranteed.A single point for the exchange of secured data is facilitated with organisations of the EU in case of arriving at agreements of collaboration of exchange of data among the different Member States.A unified control od access to the data of the citizens, provided that its consent complies with the rules of the protection of data.

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