Personnel files, tidy and preserved to the letter of the law

Anagrafika gathers companies, employees and their documents into a single dossier and sends them to legally compliant digital preservation.

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Master data scattered across spreadsheets, systems and folders

The same information copied in three different places, misaligned address books and documents you can’t find when you need them. No one knows which version is right anymore.

Without Anagrafika

  • Records duplicated across Excel, ERP and address book
  • Documents in anonymous folders, detached from the record
  • No source of truth: which data is the up-to-date one?

With Anagrafika

  • One record for every company and every person
  • Every document linked to the record it belongs to
  • A single source of truth, always aligned

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 dossier, organize them by type, check that nothing is missing and send them to legally compliant preservation. No more scattered folders — one register, always up to date and audit-ready.

Entities and people, related to each other

Not flat, disconnected lists: Anagrafika relates legal entities (companies, legal persons) and natural persons, so you see at a glance who belongs to what and their relationship with the company.

Context always clear From a company record you see the linked people; from a person, the related entities.

Every document attached to the right record

Contracts, certificates, company filings: each document lives in the context it belongs to, classified by type. No more anonymous folders where you can’t find anything.

Configurable document types Define your own types (contracts, certificates, filings…) and classify everything accordingly.

People, companies and documents from a single search

One search bar for everything: type a name, a company name or a document and instantly find the right record, with its context. No more jumping between tools.

Everything from one place People, entities and documents in the same result, without switching screens.

Everything you need for personnel files

  • Company and employee records

    Register companies with their VAT number and tax code and the employees linked to them, in one central list.

  • Document dossier

    Every employee has their dossier: you upload documents, download them and always find them in the right place.

  • Types and categories

    A library of document types — offer letter, collective agreement, severance — organized into categories, with mandatory types highlighted.

  • Profiles and completeness checklist

    Define the expected and mandatory documents per role: the dossier shows what is missing and how complete it is.

  • Bulk CSV import

    Load employees from a CSV file: the separator is detected automatically, with a preview and errors flagged.

  • Versions and history

    Every document keeps all its versions, with who uploaded them and when: no blind overwrites.

  • Secure signing and sharing

    Request a document’s electronic signature with Ksign and share it with links protected by password and expiry.

  • Legally compliant preservation

    Documents go to digital preservation with AgID profiles, digital certificates and tracked receipts.

Legally compliant preservation

Documents in digital preservation, to the letter of the law

Anagrafika does not just archive documents: it sends them to digital preservation following AgID rules, so they keep full legal value over time and hold up to an inspection or audit.

  • 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 a test environment Upload the organization’s digital certificates and test the transfer in staging before moving to production.
  • 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 is the data stored?

Anagrafika data is on servers in Europe, encrypted and GDPR-compliant, integrated with the Kamzan ecosystem.