Retention of Electronically Signed Documents

Why retention is essential

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

• Notarial deeds: 30 years

Retain both the PDF and the audit trail for the longest applicable period.

Archive formats

Several PAdES formats co-exist:

• 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, favour PAdES-B-LTA.

Electronic Archiving System (EAS)

An EAS with probative value guarantees:

• Integrity (verified hashes)

• Authenticity (signature remains valid)

• Traceability (consultation log)

• Reversibility (export possible)

The French standard NF Z42-013 specifies the requirements.

Best practices

• Retain 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

• Retaining only the PDF

• Storing on a single medium

• Using a cloud without retention clauses

• Forgetting 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 favour 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 in the EU (Germany, IONOS) with versioning. Export archives with one click.

Discover the Certyneo electronic signature solution

FAQ

Do I need a certified EAS?

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

Can I retain only the PDF?

Technically yes, but a 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: contract termination.

Conclusion

Retention is the life insurance of your signatures. Choose long and solid archiving, verify it periodically.

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