Long-Term Document Archiving

Using the archive is the easiest and safest way to ensure long-term archiving of documents signed in Signi. The archive provides secure storage designed specifically for long-term document retention while maintaining legal compliance, data integrity, and easy accessibility.

How the archive works in Signi

When the archive module is active:

• 6 months after a document is created, the final signed PDF file is automatically moved from Signi to the archive.
• Signi Archive is secure storage that meets the requirements for long-term document archiving.

⚠ Important notice: If the Signi Archive module is not activated, completed documents are:

• moved to the Archive trash folder after 6 months,
• permanently deleted from Signi after another 30 days.

Document availability in Signi

Even after a document is archived:

• the document record remains available in the Documents section in Signi,
• the document can be searched and its detail viewed,
• when an archived document is opened, Signi loads the PDF from the archive,
• all access to archived documents is recorded (logged),
• archived documents are marked with an archive icon.

You can archive:

• individual documents,
• entire document packages (bulk archiving).

Main features

• full integration with the Signi system,
• automatic renewal of signature timestamps,
• logging of access and work with documents,
• logical deletion (secure shredding) of documents and metadata,
• ensuring document trustworthiness and integrity,
• full compliance with eIDAS and GDPR,
• support for the standardized PDF/A format.

Typical use cases

Signi Archive is suitable for the long-term storage of:

• contract documentation,
• internal documents and guidelines,
• orders and protocols,
• project documentation,
• warranty certificates,
• HR documents.

Archiving parameters

When using the archive, you can set how long documents should be archived:

• 5 years,
• 10 years,
• 20 years,
• 30 years.

How documents are moved to the archive

The user determines:

• how long after a document is completed (signed or approved) it should be archived,
• whether documents should be archived individually or in packages.

At the set time, Signi automatically moves the document to the archive.

Only the PDF file is archived:

• all metadata (document name, signatories, signing dates, etc.) remain in Signi.

The document record remains searchable in Signi and is clearly marked as archived.

Accessing archived documents

• Users access archived documents in the Documents section in Signi.
• When an archived document is opened:
  • Signi loads the document from the archive,
  • the access is recorded,
  • the document is displayed as read-only,
  • the document is marked with an archiving indicator.

PDF/A and long-term archiving

PDF/A is a standardized format designed for long-term document retention. It ensures documents remain readable even after many years (e.g. 30 years).

• In the current version, Signi is able to convert uploaded documents to PDF/A format when needed.
• Please note that the conversion may slightly change the visual appearance of the document.

Module pricing

The cost of the service consists of:

• a one-time activation fee,
• regular archiving fees, which depend on:
  • the length of the archiving period,
  • the archiving method (individual vs. packages),

For detailed pricing information, please contact us at care@signi.com.