Every employee’s file, complete and in order
Companies, sites, employees and their documents in one place, without network folders and spreadsheets: see at once what is missing and, with the extension, send everything to legally compliant preservation.
Personnel files scattered across network folders, email and spreadsheets
Every employee has documents in different places, file names say nothing and nobody knows which mandatory documents are missing until someone asks for them.
Without Anagrafika
- Employee documents scattered across network folders and email
- Documents in anonymous folders, detached from the record
- Nobody knows which mandatory documents are missing
With Anagrafika
- One file per employee, sorted by category
- Every document linked to the record it belongs to
- Completeness at a glance, with missing mandatory documents flagged
A dossier for every employee, from collection to preservation
For every company and every employee, Anagrafika keeps the employment documents together: you upload them into the file, one at a time or hundreds at once, find them sorted by category and see straight away which mandatory documents are missing. With the preservation extension you send them to legally compliant preservation. No more scattered folders: one archive, always up to date.
Companies, sites and employees where they belong
Every employee belongs to a company and a site: filter the list by company or site, assign site and company to many employees in one go and, when needed, limit users’ access to one company or one site.
Every document in the right file
Offer letters, contracts, ID documents: every file sits in the employee’s file, in its category, with all its versions. Hundreds of files? Bulk upload recognizes employee and document type from the file name.
Employees, companies and documents from a single search
One search bar for everything: type a person’s name, a company or a document and find the employee, company or file you need straight away.
Everything you need for personnel files
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Employees and companies
Every employee of every company in a single list: search by surname, employee ID or tax code, filter by company and site, fix things in bulk. The Italian tax code is checked as you type it.
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Importing employees
Bring a whole company’s employee records into Anagrafika with one CSV file: a preview before you confirm, sites created automatically, duplicates skipped and a row-by-row report.
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Every employee’s file
Every employee has their own file split into categories: you see at once what is missing, upload by dragging the file onto the right folder and keep every version of every document.
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Profiles and document types
Decide once which documents are needed for an employee, a manager or an apprentice, and which are required. Start from the Default HR preset with about 89 categories and adapt it.
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Bulk document upload
Up to 300 files at a time: Anagrafika recognises employee and document type from the file name, learns from your corrections and skips duplicates. With the AI extension it reads the content too, on local models.
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Legally compliant preservation
With the “Digital Preservation” extension you send employee documents to the preservation provider Intesi Group straight from the employee file, one at a time or all together, and keep the register and receipts in Anagrafika.
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Public links
A link for a single document, expiring in 1 to 365 days, with an optional password and downloading allowed or not. Recipients open the file without an account; you see the visits and revoke whenever you like.
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Permissions by company and site
Each user sees only the companies and sites you assign and does only what their user type allows. Users can be imported from CSV, administrators get alerts, the interface comes in 7 languages.
Extension · Compliant preservation
Documents in digital preservation, to the letter of the law
With the preservation extension, Anagrafika does more than store files: it sends documents to the preservation provider Intesi Group under AgID rules, so they keep full legal value over time. A contract with the provider is required.
- AgID preservation profiles Every document type is mapped to the correct AgID preservation profile, with no need to think about it each time.
- Certificates and test environment Upload each company’s certificate, test transfers in the test environment before going to production and get a notice when the certificate is about to expire.
- Transfer registry and receipts Follow every document from “pending” to “preserved” and download the PDF and XML receipts issued by the preserver.
Frequently asked questions about Anagrafika
What is digital preservation (conservazione sostitutiva)?
It is legally compliant digital preservation: documents are transferred to a preserver following AgID rules and keep their legal value over time, with no need for paper.
Can I test preservation before using it for real?
Yes: there is a staging environment separate from production, so you can verify certificates and transfers before preservation takes real effect.
How do I load many employees at once?
With CSV import: Anagrafika detects the separator, shows a preview and flags errors before you confirm.
Where are the documents kept?
In a separate document archive dedicated to Anagrafika, on Kamzan’s infrastructure; you sign in with your single Kamzan account. The AI analysis extension also runs on Kamzan’s local models: documents never leave the infrastructure.
Alex