Ordinance on Digital Mail Processing (V DPV) - Purpose and Subject Matter (DPV)

1. This regulation serves the management of digital processing of incoming mail at the Service Center of the Civil Engineering Office of the Canton of Zug (DLZ).

2. It specifically governs the organization, processes, and procedures as well as the quality assurance for the digital processing of incoming mail at the DLZ.

1. This regulation applies to the mail of the cantonal administration, which is received at the DLZ and addressed to the cantonal administration of the Canton of Zug and its employees.

2. This regulation applies to the DLZ and all organizational units of the cantonal administration that have opted for digital mail delivery via an application submitted to the responsible Directorate, State Chancellery, and courts, and for which the technical prerequisites for connection to the ePostkorb solution have been established.

1. The DLZ is the central service provider for the distribution of the mail described in § 2 para. 1. It is responsible for the sorting, opening, digitization, and delivery of postal items as well as the administration of physical forwarding.

1. The employees of the Service Center sort and open the mail described in § 2 paragraph 1, carry out its digitization, and deliver it electronically to the authorized recipient or entity.

1. The employees of the DLZ are engaged in the service of the canton and are subject to the Law on the Employment Relationship of State Personnel (Personnel Law, PL) of September 1, 1994. In particular, they are bound by official secrecy pursuant to § 29 of the Personnel Law and are subject to liability law according to the Law on the Liability of Public Entities, Members of Authorities, and Officials (Liability Law) of February 1, 1979.

2. The Department of Building and Construction regulates the structuring of the tasks of DLZ employees within the framework of operational regulations. Specifically, it must include

a) detailed process overviews for mail processing in the DLZ;

b) instructions to DLZ employees within the framework of individual process steps (e.g., presorting, preparation for document scanning, scanning, assignment to ePost box, original orders, destruction of shipments).

1. Staff members of the Service Center generally do not take note of the content of the mail when opening it. To the extent necessary for the proper fulfillment of their duties, they limit their awareness to what is required to perform those duties.

2. The organizational units according to § 2 paragraph 2 shall create a negative list of those postal items which must not be opened and make this accessible to the Service Center. In this case, delivery is carried out in accordance with § 9.

3. Based on their addressing or external appearance, the following may not be opened

a) Postal items marked as private, personal, or confidential;

b) Postal items whose opening is regulated by specific laws, particularly concerning postal voting according to the Election and Voting Law (WAG) of September 28, 2006, as well as concerning tenders within the framework of public procurement according to the Intercantonal Agreement on Public Procurement (IVöB) of November 15, 2019;

c) Registered mail with an acknowledgment of receipt.

1. A postal item is considered private, personal, or confidential if this is clearly indicated by the addressing.

2. A postal item is not considered private-personal-confidential if

a) it only bears the note "for the attention of" and there are no differing indications;

b) only the individual's name is placed before the name of the organizational unit.

3. In case of doubt, a postal item will be treated as private-personal-confidential.

1. Mail received at the DLZ is fully scanned after being opened, using a standardized scanning process that meets the current state-of-the-art technology and data security requirements.

2. The organizational units in accordance with § 2 paragraph 2 shall create a negative list of those postal items that are not to be scanned and make this accessible to the DLZ. In such cases, delivery is carried out in accordance with § 9.

3. In addition, postal items that are unsuitable for digitization for practical or technical reasons, especially the following, are not scanned but delivered physically (§ 9)

a) Newspapers and magazines;

b) Stapled or bound documents that cannot be unbound without causing substantial damage to the documents;

c) Special formats;

d) Oversized formats (larger than A3);

e) Three-dimensional objects, e.g., identification cards;

f) Papers thicker than 4 mm;

g) Extensive documentation.

4. After scanning, DLZ employees perform a visual inspection of the digitized postal items to verify their completeness and quality. Alterations, except for post-processing to improve document legibility, are not permitted.

1. Mail that is not opened (§ 6) is forwarded in physical form to the entitled person or entity via defined mail routes.

2. Mail that is not scanned (§ 8) is forwarded in physical form to the entitled person or entity via the next possible mail route.

3. Digitalized mail is electronically delivered to the entitled person or entity through the ePostkorb solution. This person or entity has direct access to the digitalized mail items.

4. Organizational units pursuant to § 2 para. 1, which predominantly receive mail items that must not be destroyed due to retention obligations, may instruct the DLZ to deliver all mail addressed to them both digitally and physically.

1. Upon delivery of a digitized postal item to the authorized recipient or entity, the physical original is retained at the DLZ for 90 days from the scan date and is confidentially destroyed after the expiration of this period.

2. The authorized recipient or entity may request the forwarding of the physical original from the DLZ within the 90-day period specified in paragraph 1. It is important to comply with overarching retention obligations, particularly those outlined in the Ordinance on Record Keeping dated March 20, 2020, and the Archiving Law dated January 29, 2004.

3. The digitized mail, along with data used to verify a standardized scanning process (e.g., log files), remains accessible in the system for 90 days from the time of scanning, after which it is deleted from the system.