Preservation of Electronically Signed Documents

Why Preservation 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 documents: 30 years

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

Archive Formats

Several PAdES formats coexist:

• PAdES-B-B: simple signature

• PAdES-B-T: + qualified time-stamping

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

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

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

Electronic Archiving System (EAS)

An EAS with probative value guarantees:

• Integrity (verified hashes)

• 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 (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

• Forgetting specific retention periods (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 preserved with PAdES-B-T PDF, complete audit trail, metadata. Infrastructure replicated in EU (Germany, IONOS) with versioning. Export archives with one click.

Discover Certyneo's 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 preserve 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 economical compared to paper. Most platforms include it.

When does the 10-year retention period start?

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

Conclusion

Preservation is the insurance for your signatures. Choose long-term, solid archiving and verify it periodically.

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