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 signature. Hence the importance of proper archiving.

Legal durations 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

Preserve 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 timestamp

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

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

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

Electronic Archiving System (EAS)

An EAS with probative value guarantees:

• Integrity (verified fingerprints)

• Authenticity (signature remained valid)

• Traceability (consultation log)

• Reversibility (export possible)

The French standard NF Z42-013 specifies the requirements.

Best practices

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

• Back up in multiple copies (geographical redundancy)

• Verify integrity periodically (6-12 months)

• Document durations by document type

• Test restoration annually

Common mistakes

• Keeping 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

Internal vs. outsourced archiving

Internal : 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 preserved 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 EAS?

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.

If my platform disappears?

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

Is archiving expensive?

No, very economical compared to paper. Most platforms include it.

When does the 10-year period begin?

Commercial contract: end of execution. Employment contract: end of contract.

Conclusion

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

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