Government Virtual Registration Service (ORVE)

Government service allowing companies to register and instantly send digitised documents to Spanish government agencies. 

Send digitised documents to any Spanish government agency using this service. 

Documents are sent to the destination government agency in electronic form, after scanning and checking by Correos employees.

Physical characteristics:

The checking and validation process carried out by the employee who registers the document, backed by the electronic signature via the application, as well as the use of the data format and structure of the applicable technical regulations (NTI SICRES 3.0 and associated norms) and the required minimum resolution of 200 dpi, guarantee the validity of the digitisation.

Characteristics of the ORVE service (Virtual Registration Service): 

• Universal access to government agencies.
• Relationship of trust.
• Easy to use.
• Security.
• Time savings.
• Traceability.
• Added value.

Logistics:

To send a document via this service, citizens must go to a Post Office with the original they want to register and send to a government agency.

Post Offices will be mere transmitters of the documents presented by citizens and companies, limiting their role to confirming their entry in the registration application and sending them to the relevant government agency via the service.

Post Offices will not be depositories of the original or copies of the documents presented by a citizen, for reasons of security and compliance with the LOPD.

The electronic registration process consists of 7 steps:

1. Preparation: This part of the process verifies that the format in which the documents are presented makes scanning possible (binding, clips, staples, damage, etc.). The following conditions will be required to permit access to the service:

• Documents in A4 format, uncovered and with smooth edges.
• Correos employees will not photocopy documents larger than A4 size or any other element which might jeopardise the veracity of the original document.
• Electronic documents will not be accepted.
• Post Offices will not manipulate any form of binding to free the pages.
• No document will be scanned if its type or condition could mean the scanning process endangers the document itself (onionskin paper, cardboard, etc.).
• All documents presented in Post Offices by citizens will be considered originals.
• Post Office employees will not be obliged to know whether a document is exempt from digitisation by its legal nature or for any other reason.

2. Handling: This stage is to check whether the citizen wants to add physical documents to the electronic registration, and non-scannable elements (CD, tapes, diskettes, etc.). If there are elements of this type, they will be offered the option of sending all these documents or objects together in a Certified Letter, with the charges established for this product. Also, as an added value of the service, the CD code of Correos will be added in the Comments section of the appendix of the file attached in "Government Virtual Registration Service (ORVE)", so the destination government agencies can trace the status of the certificate.

3. Digitisation: Once the document is ready to scan, it will be digitised with the scanners available in the post office.

4. Checking: After the document is scanned, the content of all the pages will be checked, guaranteeing their quality and legibility, and that they are accurate copies of the originals presented.

5. Charge: The citizen will be presented with an invoice through the Correos reception app, using the items and fees defined for that purpose.

6. Registration: After checking the document, the scanned documents provided by the customer will be registered on the MINHAP Portal "Electronic Register for Government Agencies", entering the data of the registering citizen or company and the details of the recipient body. Customers must indicate the DIR-3 code of the processing unit to which it is addressed. If they do not know it, Correos will look for its exact identification in its search engine. If the exact name cannot be found, Correos may send it to the top processing unit in the administration with equal legal validity.

This registration will be signed electronically by Correos, guaranteeing the process of acceptance in the Register.

7. Issue of receipt: As proof of the registration, the customer will receive an official receipt from the "Government Virtual Registration Service (ORVE)", certifying the registration.