Preservation of electronically signed documents

Why preservation is essential

An electronic signature has value only if the proof remains accessible and verifiable. Disputes can arise 5, 8 or 10 years after signing. Hence the importance of proper archiving.

Legal retention periods in France

• Commercial contracts: 10 years (article L.123-22)

• Employment contracts: 5 years after termination

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

• Leases: duration + 5 years

• Insurance contracts: 2 to 10 years depending on type

• Notarised deeds: 30 years

Retain the PDF and the audit trail for the longest applicable duration.

Archive formats

Several PAdES formats coexist:

• PAdES-B-B: simple signature

• PAdES-B-T: + qualified time stamp

• PAdES-B-LT: + certificate chain (offline verification)

• PAdES-B-LTA: + periodic time stamps (multi-decade validity)

For long-term documents, prefer PAdES-B-LTA.

Electronic Archiving System (SAE)

A SAE with probative value guarantees:

• Integrity (verified fingerprints)

• Authenticity (signature remains valid)

• Traceability (consultation log)

• Reversibility (export possible)

The French standard NF Z42-013 specifies the requirements.

Best practices

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

• Back up in multiple copies (geographic redundancy)

• Verify integrity periodically (6-12 months)

• Document retention periods by document type

• Test restoration annually

Common mistakes

• Keeping only the PDF

• Storing on a single medium

• Using a cloud without retention clauses

• Overlooking specific durations (banking, healthcare)

• Losing keys if the archive is encrypted

In-house vs outsourced archiving

In-house: full control, initial investment. Outsourced: via the platform or a service provider. Lower cost, operational relief, verify reversibility clauses.

Most SMEs prefer outsourced archiving included in the plan.

How Certyneo helps you

Certyneo includes 10-year archiving in all plans. Each document is retained with PAdES-B-T PDF, complete audit trail, metadata. Infrastructure replicated across the EU (Germany, IONOS) with versioning. Export archives with one click.

Discover the Certyneo electronic signature solution

FAQ

Do I need a certified SAE?

Not mandatory, but recommended for high-stakes documents. NF Z42-013 provides a presumption of reliability.

Can I keep only the PDF?

Technically yes, but the separate audit trail remains useful.

What if my platform disappears?

PAdES PDFs remain verifiable offline. Export the audit trail regularly.

Is archiving expensive?

No, very cost-effective compared to paper. Most platforms include it.

When does the 10-year period start?

Commercial contract: end of performance. Employment contract: end of contract.

Conclusion

Preservation is the life insurance of your signatures. Choose long-term and secure archiving, verify it periodically.

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