Extension · Digital preservation
From the employee file to the preservation provider, without exporting anything
The documents that must be preserved leave the employee file for Intesi Group with the AgID metadata already filled in. You see where each submission stands and download the receipt when it arrives.
Anagrafika prepares and sends, the provider preserves
Digital preservation is done by a preservation provider, not by just any archive: that is why the extension works with Intesi Group and requires a preservation contract with them. The provider enables your companies and gives you the certificates; the legal value of the preserved documents depends on their service. Anagrafika does the rest of the work, the part that usually takes hours: it links each document type to its AgID profile, fills in the metadata — the company as author, the employee as recipient — sends, retries if something goes wrong and keeps the register with the receipts. A company without a contract still stays in Anagrafika, for its employees and their files.
How it works
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You connect the company
In the company’s preservation tab you upload the certificate the provider gave you: one for testing and one for production. “Test connection” checks that it works, and you choose the active environment for new submissions.
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You send from the employee file
“Send to preservation” on one document, or all of an employee’s not-yet-preserved documents at once. Anagrafika assigns number and date; you only state whether the document is confidential, signed, sealed or time-stamped.
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You follow the outcome and download the receipt
In the employee file each document shows “Not sent”, “Pending” or “Preserved”. In the submissions register you find the whole history, filtered by company, status, environment and user, with receipts in PDF and XML.
The provider does the preservation. Anagrafika takes away all the work of getting there.
What you can do
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One certificate per company
Each company has its own certificates, for testing and production, and its own active environment. When the certificate needs renewing you replace it: past submissions remain valid and the history always tells testing and production apart.
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The certificate kept under watch
Anagrafika checks the certificates every six hours. If a check fails twice in a row, or the certificate expires within thirty days, administrators are alerted in the app and by email, before a submission gets stuck.
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AgID catalogue ready to use
Each document type links to a profile in the AgID catalogue, maintained by us. Documents in categories without a profile are flagged and skipped, so no submission bound to be rejected goes out. If you need it, a custom catalogue can be enabled on request.
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Automatic retries
If a submission fails, Anagrafika retries on its own up to three times, picking up where it stopped. If that is not enough, the submission moves to “To check”, administrators are notified and “Try again” resends it whenever you want.
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Rejections handled
When the provider rejects a document during validation, you upload its rejection report and the matching submissions move to “Discarded”. You correct and resend; an already preserved document can be resent only after an explicit confirmation.
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Shortcut in the employee list
With the add-on extension “Employee preservation shortcut”, a shield appears next to each employee: lit when they still have documents to send — one click opens the list ready to send — and dimmed when everything is preserved.
Frequently asked questions
Is Anagrafika a preservation provider?
No. Anagrafika is the employee file the documents leave from: it prepares them with the AgID metadata, sends them and keeps the register with the receipts. Preservation is carried out by Intesi Group, which requires a preservation contract; it is their service that gives the preserved documents the value required by law.
What do I need to get started?
Three things: the “Digital Preservation” extension active in Anagrafika, a contract with the preservation provider enabling your companies, and the certificate it issues for each of them. It is best to start in the test environment and move to production once the flow is verified: with the production certificate, documents go into the real preservation system.
Can I use Anagrafika for companies without preservation?
Yes. A company without a certificate stays in Anagrafika with its employees and their files, like any other: its documents simply do not go to the provider. You can enable it for preservation at any time by uploading the certificate.
If I delete an employee, what happens to documents already preserved?
They remain with the provider, and the receipts remain available in the submissions register. Only the files that had not been sent to preservation disappear from Anagrafika.
Who can send documents to preservation?
Anyone with the “Legal archiving” privilege, which both Administrators and Users have by default; sending all of an employee’s documents at once is a separate privilege. Everyone sends only documents of the companies and sites assigned to them. The AgID catalogue, on the other hand, is managed by whoever has the “Document categories” privilege — by default only Administrators.
The other Anagrafika features
Bring order to your personnel files
Request a demo: we’ll show you how Anagrafika collects, organizes and keeps personnel files complete.
Alex