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  • Introduction
  • Service Description
  • Service Access
  • Company configuration
  • User configuration
  • Document Class definition
  • Document class association with a specific user
  • Document storage
  • Searching for a document
  • Document detail view and download
  • Validation report
  • Usage statistics
SAFE LTA User Manual


Safe LTA is the cloud-based InfoCert service for the long-term storage of any digital document.

The following guide will show you how to use the website.

Service Description

Safe LTA adopts the European standards provided for long-term preservation and, where necessary, the specific legislation of each European country.

Safe LTA has the following definitions:

  • Company Group: identifies a logical box that allows you to organize documents internally. Each Company Group is intended for the exclusive use of a single Customer and contains one or more Companies;

  • Company: Document storage area, can be used to store documents from different companies in a group, or to store subsets of documents, such as "Administrative Documents";

  • Country: identifies the regulatory standards adopted by the system for preservation, which are configurable at the level. The following standards are currently provided:

    • Italy: for Italy;
    • International: for all European countries that do not have a specific regulation.

These standards adopt two different formats for producing a file that attests to the correctness of the process, respectively:

  1. PIndex_signed.xml for “Italy";
  2. METS_FULL_signed.xml for "International".
  • Document Class: Identifies a document category with its metadata. For example: an active invoice.

The access users are defined within the Company Group, where the following roles are available:

  • Manager: is the user enabled to perform configurations within the Company Group. This user therefore allows the configuration independently by the Customer (including users). Alternatively, you can request InfoCert to fully configure your retention environment. In both cases, the Company Group is defined by InfoCert;

  • End-user: is the user enabled to store, search and extract documents;

  • Auditor: is the user enabled only to search and extract documents;

Safe LTA allows the following functions:

  • Autoconfiguration: configuration of the Company, Document Classes and user within your Company Group (optional use);
  • Preservation of a document;
  • Search for documents using search indexes;
  • Extraction of stored documents;
  • Deleting a document;
  • Loading and extraction of the viewers allowing their installation on the station where the exhibition is taking place;
  • View Safe LTA Usage Statistics.

Service Access

To access to your reserved area, you will need to enter your credentials, username and password, and press the Login button.

The following paragraphs describe how to configure the environment by yourself. If you have not made this choice go to the paragraph Store a document.

Company configuration

Safe LTA allows the Company configuration by a group Manager user. It contains internally the personnel authorized to use the system as part of a specific company, and the definition of the document classes used.

The Manager, immediately after logging in, arrives at his reserved area to the Company Group to which he belongs.

To register a new company, click on New Company to open the data entry area. Now, you have to enter the name of the Company, for example "Acme Logistics", and click on the Create Company button. The confirmation of the created Company is shown in Figure.

User configuration

Safe LTA allows, by a Manager user, a new user configuration. A Group Manager can register the following new users: Enduser, Auditor.

A company level registered Manager can register, solely for the company to which he belongs, the following users: Manager, Enduser, Auditor.

User configuration on the company group

Safe LTA allows, as a Group Manager, other users registration with visibility on the group, e.g Acme Group. To perform this operation it is necessary to click on View users in the upper right corner and proceed to the user management section.

You land on the users management screen.

To register a new user, you need to click on Create new user and expand the data entry area. In this area it is possible to define the username and password of the user and set the user type (Manager, End-user, Auditor). Once the data has been entered, it is necessary to click on the Create button. The figure shows a successful operation.

A user configuration on the company

In a similar mode to the previous paragraph, it is possible to register a specific user for a Company and thus grant access only to the business competence objects of that company (for example "Acme Logistics", as indicated in Figure), by clicking on the View users function.

The immage below shows the register user area for a specific company.

Document Class definition

Safe LTA allows, by a Manager user, the definition of one or more document classes for a specific company. A Manager user can also determine whether one or more document classes should be used by all users, in a specific Company, or if these should be only for the use of some End-users. To define a document class you need to click on View document classes. If you log in as Manager of a specific Company, just fill in the necessary information as in figure.

If you log in as Manager of a specific company, just fill in the necessary information.

Specifically, you can define the following information for a document class:

  • Required or optional attributes;
  • Attributes, mandatory or optional, that describe a time or numeric range;
  • MIME Type, mandatory or optional, useful to define the files format associated to the documents to which the document class will refer to (such as pdf or images).

SafeLTA can convert documents sent for storage into a PDF file. The conversion option can be requested when the document class has been defined by clicking on the dedicated box. Here are the formats that can be converted to PDF (File type and Mime type):

  • .docx; application/vnd.openxmlformats-officedocument.wordprocessingml.document;
  • .doc; application/msword;
  • .pptx; application/vnd.openxmlformats-officedocument.presentationml.presentation;
  • .ppt; application/;
  • .xlsx; application/vnd.openxmlformats-officedocument.spreadsheetml.sheet;
  • .xls; application/;
  • .odt; application/vnd.oasis.opendocument.text;
  • .ods; application/vnd.oasis.opendocument.spreadsheet;
  • .odp; application/vnd.oasis.opendocument.presentation;
  • .rtf; application/rtf.

Once this information is defined, you must click on the **Create **button.

The system will show a confirmation message.

Document class association with a specific user

As a Manager, you can associate a specific user with a new created document class. To do this, you need to click on View users in the section of the specific document class.

As for the registration of a new user, you will arrive at the user's registration view, which will be enabled only to use the specific selected document class.

Document preservation

Safe LTA allows, on the part of an End-user, the possibility to conserve a document, associating it with a specific document class. An End-user user can only access the document classes associated with it or those that are generally provided at the Company level without any restrictions.

To store a document you need to click on the file upload area.

Immediately after the selection of the file you want to store, the user has to follow the instructions to insert the data relating to the document class of interest to complete the upload.

The user will initially arrive at the first area of document data entry, with reference to the Producer (for example the Company), and to the Submitter who is usually the person who performs the conservation. As illustraded in figure, the user must also specify/provide: a name to be associated with the document, its document class and the type of file to be stored (MIME type).

After clicking on the **Next **button, you will proceed to the metadata section, which represents the attributes defined by the Manager and identify the document class.

After this procedure, a click on the Upload button at the bottom right confirm the preservation process. The successful upload is displayed on the screen as shown in figure.

Searching for a document

Safe LTA allows, for all user type, to search through the documents stored using the attributes defined in the document classes. Each user will be able to search only for documents within their visibility. To perform a search you must click on the **Documents **menu.

On the search dashboard, you can filter your search, based on the attributes provided by the document classes.

The system recommends filters based on the document classes used in the most recent searches, in order to assist the user.

Document detail view and download

An operator can verify the details of a document and download both the document and the entire conservation package.

The image below illustrates the context menu that allows the download request and the access to the detailed overview of the conservation package.

To view the detail you need to click on View details.

The information shown on the detail screen relates to:

  • Ownership of the document: Company Group, Company, documental class;
  • File data: file name, format, upload date;
  • Metadata: inserted attributes and associated values indicated by the operator during storage;
  • Fingerprint/hash health data;
  • Minimal storage package information.

Validation Report

The user can request a validation report by clicking on the button labeled Validation report.

The report result will be divided into two sections.

In the first section, the integrity of the document is verified (by comparing the hashes generated during storage and those calculated during the Validation Report request).

In the second section, you will see information about the signature and timestamp affixed to the package description file (e.g. METS_FULL_signed.xml) and further information on the electronic certificate used.

Usage statistics

A user can access the "Control Panel" section, from which they can view the usage statistics of the platform.

This provides information on how the platform has been used over time in terms of uploaded documents (conservation) and downloaded; It also indicates the storage space utilized by documents and metadata.

The user may also filter the "Usage over time" data according to the period of interest (e.g. current month, last year, etc.), as well as view the data in terms of the quantity of documents or their size.

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