How to Archive an Electronically Signed Document

Why archive correctly

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

The durations to comply with

• 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 duration.

Archive formats

• PAdES-B-B : basic, simple signature

• PAdES-B-T : + qualified time-stamp

• PAdES-B-LT : + certificate chain

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

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, eIDAS compliant Disadvantages : dependence on the provider, reversibility to verify

2. Internal archiving

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

Advantages : complete 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, oversized 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 medium (internal hard drive)

• Using a cloud without a retention clause

• Forgetting durations specific to certain sectors

• Not testing 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 case study: SME changing providers

SME with 50 employees, 3000 cumulative signed documents 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 years of archiving in all plans, with geographic redundancy in the EU, versioning, and full export at any time (complete 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, unnecessary and counterproductive (loss of probative value).

Is a standard cloud (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 the keys for a long time.

When does the 10-year duration begin?

For a commercial contract: end of execution. 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.