How to Archive an Electronically Signed Document

Why archive properly

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

Time periods to respect

• Commercial contracts : 10 years (Commercial Code)

• Employment contracts : 5 years after termination

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

• Leases : duration + 5 years

• Notarial documents : 30 years

• Insurance : 2 to 10 years depending on type

Keep the signed PDF and the audit trail for the longest applicable 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 stores your documents for X years. Included in most plans.

Advantages : no effort, eIDAS compliant Disadvantages : vendor dependency, reversibility to check

2. Internal archiving

Your documents are kept 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, 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 cloud storage without retention clauses

• Forgetting duration requirements for specific 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)

• Keep temporary access to the old system

Concrete case: SME changing providers

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

• automated export via API

• import into new provider + external EAS as backup

• verification by sampling (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 within the EU, versioning, and full export at any time (complete reversibility). PAdES-B-T format by default, PAdES-B-LTA optional 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 standard cloud storage (Google Drive, Dropbox) sufficient?

For 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 preserve keys for a long time.

When does the 10-year period start?

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

Conclusion

Good archiving is the life insurance for your electronic signatures. Choose the formula adapted 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.