INFN: a Smart Signing System

The National Institute for Nuclear Physics (INFN), founded in 1951, is a leading Italian public research institution recognized internationally for excellence. It conducts theoretical and experimental research in nuclear, subnuclear, and astroparticle physics, exploring the fundamental building blocks of matter and the laws governing them. With a long and prestigious history, INFN aims to push the boundaries of knowledge, develop cutting-edge technologies, and train the scientists of the future.
Today, INFN's infrastructure includes four laboratories, three research centers, and an international consortium, structured into 20 sections that maintain strong ties with the academic and scientific communities both in Italy and abroad. The institution comprises around 6,000 researchers and staff, including internal employees and associates such as research fellows, doctoral students, and grant recipients.
To efficiently and sustainably manage such a complex organization - one constantly under the scrutiny of both the international scientific community and national authorities - INFN has launched a digitalization process, with document management playing a key role.

The Challenge


"Transitioning an organization as deeply rooted in the analog world as INFN into the digital era required a comprehensive overhaul of its organizational processes. This transformation had to fully comply with the Digital Administration Code (CAD), developed by AgID to guide public administrations through digital transition" explains Claudio Ciamei, Head of Digital Transition at INFN.

Following an in-depth analysis, INFN engineered a workflow platform that integrates both custom-built and market tools - often tailored to its needs. The goal was to standardize, simplify, and optimize the entire document lifecycle, from creation and validation to archiving, ensuring the integrity and legal validity of documents. Given their significance, many of these documents are expected to become national cultural assets in the future.

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The Approach


For managing validation processes, which are among the most complex and critical, INFN selected Yubiq Approve & Seal, a solution that is both efficient and easy to implement while integrating seamlessly into the existing workflow platform.

“This is not just a simple digital signing tool that supports both standard and qualified electronic signatures—the latter being available to all personnel interacting with INFN,” Ciamei explains. “Instead, it is an integral part of the institution’s document management process.”

Yubiq plays a crucial role in organizing INFN’s document repository, improving governance, and streamlining validation workflows, making the process faster, simpler, and more secure. It also enables remote interaction with the system - an especially valuable feature for auditors responsible for oversight and compliance.

The Impact


As with any major change, implementing a digital validation system required significant effort at all levels. This transition was successfully managed through training sessions, hands-on support, and simulations, allowing users to experience the system’s benefits firsthand.
Among these benefits is a reduction in time spent on administrative tasks, freeing up resources for higher-value activities. The efforts invested in this transformation have clearly paid off, delivering the expected results and marking a significant step forward in INFN’s digital evolution.

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