How to Archive an Electronically Signed Document

Why Archive Correctly

An electronically signed document only has value if the evidence remains accessible and verifiable throughout the legal retention period — sometimes 10, 20, or even 30 years. Poor archiving = weakened proof in case of dispute.

Retention Periods to Observe

• Commercial contracts: 10 years (Commercial Code)

• Employment contracts: 5 years after termination

• Invoices: 10 years (accounting), 6 years (tax)

• Leases: duration + 5 years

• Notarial deeds: 30 years

• Insurance: 2 to 10 years depending on type

Keep the signed PDF and the audit trail for the longest applicable retention period.

Archive Formats

• PAdES-B-B: basic, simple signature

• PAdES-B-T: + qualified timestamp

• PAdES-B-LT: + certificate chain

• PAdES-B-LTA: + periodic timestamps (multi-decade)

For long-term archiving, favour PAdES-B-LTA.

The 3 Archiving Options

1. Outsourced Archiving (Platform)

The signature platform retains your documents for X years. Included in most plans.

Advantages: no effort required, eIDAS compliant Disadvantages: vendor lock-in, reversibility to verify

2. Internal Archiving

Your documents are stored on your servers or a dedicated EAS.

Advantages: full control Disadvantages: cost, internal expertise required

3. Probative Value EAS

Electronic Archiving System certified NF Z42-013. The highest level of compliance.

Advantages: presumption of legal reliability Disadvantages: high cost, over-dimensioned for SMEs

Best Practices

• Keep PDF + audit trail, never one without the other

• Redundancy: multi-site, multi-media

• Periodic verification: every 6-12 months, confirm that documents are readable

• Documentation: written procedures

• Annual restoration tests

Common Mistakes

• Keeping only the PDF, not the audit trail

• Storing on a single support (internal hard drive)

• Using cloud storage without retention clause

• Forgetting retention periods specific to certain sectors

• Failing to test restoration

Archive Migration

If you change signature service providers:

• Export all signed documents + audit trails

• Import into the new system or a dedicated EAS

• Verify integrity (SHA-256 hash)

• Temporarily maintain access to the old system

Real-World Case: SME Changing Service Providers

SME with 50 employees, 3,000 cumulative documents signed over 5 years. Migration:

• automated export via API

• import into new provider + external EAS as backup

• verification by sample (50 documents checked)

• old provider terminated after 3 months

Total duration: 4 weeks. Zero loss.

How Certyneo Helps You

Certyneo includes 10-year archiving in all plans, with geographic redundancy in the EU, versioning, and complete export at any time (full reversibility). PAdES-B-T format by default, PAdES-B-LTA as an option for critical documents.

Discover the Certyneo electronic signature solution

FAQ

Should I print my signed documents?

No, pointless and counterproductive (loss of probative value).

Is standard cloud storage (Google Drive, Dropbox) sufficient?

For the PDF yes, but not for probative value. Favour dedicated archiving.

What if my signature platform closes?

PAdES PDFs remain verifiable offline. Export audit trails regularly.

Should I encrypt the archives?

Recommended for sensitive documents. Be careful to keep keys secure long-term.

When does the 10-year retention period begin?

For a commercial contract: end of performance. For an employment contract: end of contract.

Conclusion

Good archiving is the life insurance of your electronic signatures. Choose the formula suited to your needs (outsourced for most SMEs, NF Z42-013 EAS for critical cases), test regularly.

Try Certyneo to send, sign and track your documents online simply, quickly and securely.