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Files extension

The document that must still count in ten years

Sending to AgID-compliant preservation through Intesi Group, an accredited preservation provider: submission of the file with its metadata, receipt register, integrity certified over time. For payslips, contracts, invoices, minutes: everything the law requires you to preserve, not merely to keep.

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Preserving is not archiving

An archived file is a file that exists. A preserved file is a file that counts: authenticity, integrity, reliability, legibility and retrievability guaranteed over time, according to the AgID Guidelines and the Italian Digital Administration Code. Files prepares the package — the document, its SHA-256 fingerprint, the metadata XML in the required format — and submits it to the Intesi Group preservation system, the same one we use on faifirmare.it, where the role of Preservation Service Manager is held by a Notary. The provider replies with the receipts; Files keeps them next to the document.

How it works

  1. Configure once

    For each legal entity you upload the submission certificate — a staging one to test the flow, a production one for real documents, coexisting — and pick the document types from the AgID catalogue: HR documents, invoices, contracts, each with the subjects and roles the XML requires.

  2. Send from the context menu

    Right-click → Compliant preservation. You fill in the document metadata — date, number, subject, whether it is confidential, signed, sealed, timestamped — and Files does the rest: computes the fingerprint, builds the AgID XML, submits the file and then the metadata.

  3. Read the receipts

    Every submission has a status — pending, file sent, metadata sent, completed — and, at the end, the provider’s receipts in PDF and XML with the unique reference. If something jams, Files retries on its own from where it stopped; after three attempts it flags it for a manual check.

Archiving says the file is there. Preserving says it counts.

What you can do

  • Accredited provider

    Intesi Group SpA, with a Notary as Preservation Service Manager. Your document enters a system meeting AgID requirements, not a folder called “Preserved”.

  • AgID catalogue of document types

    Document types are maintained by Jinni and aligned with the official enumeration: formation mode, internal/incoming/outgoing flow, subject roles. You can add yours starting from those.

  • Never the same file twice

    The provider reference is saved as soon as it is obtained, before any other step: even if the connection drops halfway, the retry resumes from there and does not create a second submission.

  • Staging and production together

    The two certificates coexist; a switch says which environment new submissions use. Each environment’s history stays separate and immutable.

  • A dedicated permission

    “Can send files to compliant preservation” is an access level permission: those who have it see the menu entry, the others do not. Submission is an act with fiscal effects, and it is granted to those who must perform it.

Frequently asked questions

How does it differ from the blockchain timestamp?

The blockchain timestamp proves a file existed at a date and has not changed: a technical proof, with no presumptive legal value. Compliant preservation is the process set by Italian law to give and maintain legal value to electronic documents, with an accredited provider accountable for it. They can be used together.

Do I need a contract with Intesi Group?

You need a submission certificate in your legal entity’s name, which Files uploads and uses for submissions. We go through it at activation: the extension is listed as an “extra” precisely because it involves an external service.

What can I send to preservation?

Any document falling within a catalogue type — HR documents, contracts, invoices, minutes — with the required metadata. If a type is missing, it is added starting from the system templates.

Can I delete a file after preserving it?

In Files yes, but the preserved copy remains with the provider for the required period: that is the point. If the document must also stay in Files for a mandatory period, the Retention extension locks it against deletion.

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