Using the Signi Archive

Using Signi Archive is the easiest way to ensure long-term archiving of documents signed in Signi.

With the Signi Archive function enabled, 6 months after the document is created, the resulting PDF file with signatures is moved from Signi to the Signi Archive, which is a secure storage facility that ensures the conditions for long-term archiving, see above.

However, the document record remains accessible in Signi in the "Documents" section, i.e. the document can be searched for there. It is also possible to view the detail of the relevant document. In this case, the document is retrieved by Signi from the archive and displayed, the record of the access to the document remains accessible. You can archive individual documents or entire packages (bulk archiving).

Main functions of the archive

• Full integration to Signi

• Automatic stamp recovery

• Logging of access and work with documents

• Logical deletion (shredding) of documents and other metadata

• Trust and integrity assurance

• Fully compliant with eIDAS and GDPR

• Support for standardised PDF/A format

Examples of use

• Contract documentation

• Internal documents and directives

• Orders, protocols

• Project documentation

• Warranty certificates

• HR documents

What are the archiving parameters in Signi Archive

1. How long I want to keep documents for 

   • 5 / 10 / 20 / 30 years

2. After which blocks I want to stamp the documents

   1. in stage 1 after the document - available now

   2. in stage 2 by blocks for the selected period - day/week/month/quarter/year - in preparation

How to get documents into the Signi archive

• The user chooses how long after a document is closed, i.e. signed or agreed by all specified parties, it should be moved to the archive and whether it should be moved separately or bundled with others.

• The Signi document is moved at the specified time in the specified manner.

• However, only the document is moved; the information about the document, the so-called metadata about the name of the document, who signed it and when, etc., remains in Signi.

• The record of the document will still be searchable in Signi in the documents section, it will just be tagged with the fact that the actual PDF file is archived.

How users access documents stored in Signi Archive

Access to documents stored in Signi and Signi Archive is the same for users, they can access the document records in the "Documents" section, where they can search and view the documents.

If a document stored in the archive is to be displayed in Signi, Signi will retrieve it from the archive, while the corresponding records are made about the access to the document.

Access to archived documents via Signi - a symbol next to the document name indicates that the actual PDF file is stored in the archive.

How to ensure that documents are saved to the archive in PDF/A format

PDF/A is a document format designed for long-term archiving. It has various limitations to ensure the readability of the document even after a long period of time, e.g. 30 years.

In the current version of Signi, a document in PDF/A format must already be uploaded for signature. Signi will also allow automatic conversion to PDF/A format in the future. However, it must be taken into account that the conversion may partially change the appearance of the document.

What is the price of the module?

The cost of Signi Archive for users consists of a one-time activation fee and payments for document archiving. The cost of archiving is based on the length of time the document is archived, the choice of whether the document is archived on its own or bundled with others, or whether a cloud archive or a dedicated archive for your company is used.

If you would like more information about this feature and a quote, please contact our sales department at sales@signi.com.