How to archive an electronically signed document

Why archive correctly

Why archive correctly

An electronically signed document only has value if the proof remains consultable and verifiable for the entire legal period — sometimes 10, 20, even 30 years. Sloppy archiving = weakened evidence in the event of a dispute.

• Duration to be respectedCommercial contracts ⬥⬥⬥: 10 years (Commercial Code)
• Commercial contracts ⬥⬥⬥: 10 years (Commercial Code)Employment contracts ⬥⬥⬥: 5 years after end
• Invoices ⬥⬥⬥: 10 years (accounting), 6 years (tax)Leases ⬥⬥⬥: duration + 5 years
• Notarial deeds ⬥⬥⬥: 30 yearsNotarial deeds ⬥⬥⬥: 30 years
• Insurance ⬥⬥⬥: 2 to 10 years depending on typeKeep the
• Signed PDFand the

and theaudit trailfor the longest applicable period.Archive formatsPAdES-B-B ⬥⬥⬥: basic, simple signature

PAdES-B-B ⬥⬥⬥: basic, simple signature

• PAdES-B-T ⬥⬥⬥: + qualified timestampPAdES-B-LT ⬥⬥⬥: + certificate chain
• PAdES-B-LTA ⬥⬥⬥: + periodic timestamps (multi-decadal)For long archiving, favor
• For long archiving, favorPAdES-B-LTA
• .The 3 archiving options

1. Outsourced archiving (platform)1. Outsourced archiving (platform)The signature platform keeps your documents for X years. Included in most plans.

Advantages ⬥⬥⬥: no effort, eIDAS compliant

Disadvantages ⬥⬥⬥: dependence on the service provider, reversibility to be verified

2. Internal archiving

2. Internal archivingYour documents are kept on your servers or a dedicated SAE.Advantages ⬥⬥⬥: total controlDisadvantages ⬥⬥⬥: cost, internal skills required

3. SAE with probative value

3. SAE with probative value

Certified Electronic Archiving SystemNF Z42-013. The highest level of compliance.Advantages ⬥⬥⬥: presumption of legal reliability

Advantages ⬥⬥⬥: presumption of legal reliability

Disadvantages ⬥⬥⬥: high cost, oversized for SMEsBest practicesKeep

PDF + audit trail ⬥⬥⬥, never one without the otherPDF + audit trail ⬥⬥⬥, never one without the otherRedundancy ⬥⬥⬥: multi-site, multi-supportPeriodic verification ⬥⬥⬥: every 6-12 months, confirm that documents are readable

Documentation ⬥⬥⬥: written procedures

• Documentation ⬥⬥⬥: written proceduresAnnual restoration tests⬥⬥⬥ Frequent errors
• Keep only the PDF, not the audit trailStore on a single medium (internal hard drive)
• Store on a single medium (internal hard drive)Use a cloud without retention clause
• Forget the durations specific to certain sectorsDo not test the restoration
• Archive migrationArchive migration

If you change signature provider:

• Export all signed documents + audit trails
• Import into the new system or a dedicated SAE
• Check integrity (SHA-256 fingerprint)
• Check integrity (SHA-256 fingerprint)
• Keep temporarily access to the old system

Concrete case: SME changing service provider

SME with 50 employees, 3000 signed documents accumulated over 5 years. Migration:

1. automated export via API
2. automated export via API
3. import into new service provider + external SAE as backup
4. verification by sample (50 documents checked)

old service provider terminated after 3 months

Total duration: 4 weeks. Zero loss.

• Total duration: 4 weeks. Zero loss.
• How Certyneo helps you
• Certyneo includes
• 10 years archiving

in all plans, with geographic redundancy in the EU, versioning, and complete export at any time (total reversibility). PAdES-B-T format by default, PAdES-B-LTA optional for critical documents.

in all plans, with geographic redundancy in the EU, versioning, and complete export at any time (total reversibility). PAdES-B-T format by default, PAdES-B-LTA optional for critical documents.

Discover the Certyneo electronic signature solutionFAQShould I print my signed documents?

No, useless and counterproductive (loss of probative value).

No, useless and counterproductive (loss of probative value).

Is a standard cloud (Google Drive, Dropbox) enough?

For the PDF yes, but not for the probative value. Favor dedicated archiving.

What should I do if my signature platform closes?

PAdES PDFs remain verifiable offline. Export audit trails regularly.

PAdES PDFs remain verifiable offline. Export audit trails regularly.

Should archives be encrypted?

Recommended for sensitive documents. Be careful to keep the keys for a long time.

When does the 10 year period start?

For a commercial contract: end of execution. For an employment contract: end of the contract.

For a commercial contract: end of execution. For an employment contract: end of the contract.

Conclusion

Good archiving is the life insurance of your electronic signatures. Choose the formula adapted to your challenges (outsourced for most SMEs, SAE NF Z42-013 for critical cases), test regularly.

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