Signi archive – long-term document archiving

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

How Signi archive Works

When the Signi archive module is enabled:

• 6 months after a document is created, the final signed PDF is automatically moved from Signi to the Signi Archive.

• The Signi Archive is a secure storage facility that meets the requirements for long-term archiving.

Document Availability in Signi

Even after a document is archived:

• The document record remains available in the Documents section of Signi.

• Users can search for the document and view its details.

• When a user opens an archived document, Signi retrieves the PDF from the archive.

• All access to archived documents is logged.

• Archived documents are marked with a small archive icon.

You can archive:

• Individual documents

• Entire document packages (bulk archiving)

Main Functions of Signi Archive

• Full integration with Signi

• Automatic recovery of signature stamps

• Logging of document access and activity

• Logical deletion (secure shredding) of documents and metadata

• Trust and integrity assurance

• Full compliance with eIDAS and GDPR

• Support for standardized PDF/A format

Typical Use Cases

Signi Archive is suitable for long-term storage of:

• Contract documentation

• Internal documents and directives

• Orders and protocols

• Project documentation

• Warranty certificates

• HR documents

Archiving Parameters

When using Signi Archive, you can define how long documents should be stored:

• 5 years

• 10 years

• 20 years

• 30 years

How documents are moved to the archive

1. The user defines:

   • How long after document completion (signing or approval) the document should be archived

   • Whether documents should be archived individually or bundled

2. At the defined time, Signi automatically moves the document to the archive.

3. Only the PDF file is archived:

   • All metadata (document name, signatories, signing dates, etc.) remains in Signi.

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

Accessing archived documents

• Users access archived documents via the Documents section in Signi.

• If an archived document is opened:

  • Signi retrieves it from the archive

  • The access is logged

  • The document is displayed as read-only

• The document is clearly marked with an archive indicator

PDF/A and long-term archiving

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

• Currently, SIGNI is able to convert uploaded documents to PDF/A if it´s needed.

• Please note that conversion may slightly change the document’s visual appearance.

Pricing of the Signi archive module

The cost of Signi Archive consists of:

• A one-time activation fee

• Ongoing archiving fees, based on:

  • The length of the archiving period

  • Whether documents are archived individually or in bundles

  • Whether a cloud archive or a dedicated company archive is used

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