How long does Arkhineo store my archives?

It depends on the legal storage period (10, 20, 30 years or more).

How do you ensure the sustainability of entrusted documents?

Arkhineo has a list of formats that we recommend. Don’t hesitate to contact us if you want to see this list.

Can I retrieve my archives?

Yes. The documents and data archived in the Electronic Archiving System are exclusively your property. Arkhineo commits to returning all of the archived documents (and associated pieces of evidence) to you at any time.

Is there an annual maintenance fee to pay?

No. The billing is monthly according to the volume, the maintenance is included in the service.

What specific equipment do I need to use the Electronic Archiving System?

None. All you need is internet access.


Is it possible to automatically archive all documents of a specific type whoever the user?

Yes. The archiving system can be fully automated and the Arkhineo team and employees are on hand to help you clearly define your needs.

Can I have different archiving settings (automatic, manual) according to the document type (email, invoice, pay slip, etc.)?

Yes. Our archiving service can be fully adapted to your circumstances and needs.

Can I just archive the documents that I consider important (manually)?

Yes, with our MyArkhineo solution you can manually archive your documents directly on a web portal.

My employee who was responsible for monitoring the archiving is leaving the company. What should I do?

You just need to edit the access permissions so another employee can access your Electronic Archiving System.


How long does it take to install an EAS (Electronic Archiving System)?

It depends on the offer you choose. For the API, it will depend on the developments you plan to make, but generally it takes about ten days. For MyArkhineo, your EAS can be up and running in less than five days.

How do I define access rights?

Arkhineo’s technical support team will help you with this during the set-up stage. For example, you can choose who is allowed to view the online archive, as well as defining access levels based on needs and management prerogatives.

How do I choose indexing criteria (metadata) to allow me to archive and search for my documents?

Arkhineo has defined indexing criteria for common families of documents such as invoices, delivery notes or contracts. However these criteria can be adapted according to your specific needs. New criteria can be created too.


Is it possible to have a more stringent authentication method than a simple login and password?

Yes, the login and password are the first level of identification. Higher levels of security known as ‘strong authentication’ can also be put in place according to your needs (e.g. multi-factor authentication, etc.).

I have decided to archive my documents in my Electronic Archiving System. How can I be sure they are correctly archived?

You can request a delivery report which lists all the documents archived in the Electronic Archiving System. You can therefore be assured that your documents are correctly archived with Arkhineo and have a traceability tool.

Could I edit a document archived in the Electronic Archiving System?

NO. The archived document cannot be edited. However, you can work on a copy which you can edit and then also archive in the Electronic Archiving System. This copy is considered a separate document as it is different from the first one or archived on a different date (timestamp).

Could I accidentally destroy a document stored in the EAS?

NO. The destruction of archives is performed as part of a secure process. To destroy an archive you must send the archive’s UAI to the support department, which will only proceed with the targeted destruction of the archive after obtaining a second confirmation from you.
The destruction of your archives takes place at the end of the contract. However, it is possible to request the destruction of certain archives during the storage period.

What happens at the end of the life cycle?

When your archives are due to expire, Arkhineo will contact you with three options: extending the retention period, returning your archives followed by their destruction, or simply destroying them.


Does Arkhineo comply with the ISO 14641-1 standard?

Yes, our service is certified NF 461. NF 461 is the certification for both norms ISO 14 6641-1 and NF Z42-013.

Do you guarantee compliance with key security standards?

Yes, Arkhineo is ISO 27001 certified. This certification attests to all the company’s resources concerning the requirements of the Security and Information Management System (SIMS).
In addition, Arkhineo is also SOC 2 & 3 audited, a control relating to security, availability, processing integrity, privacy and data protection.

Yes, if the original is also digital.
If the document was scanned, it will only have legal value if the scanning process complied with NF Z42-026.

If there is no paper original (lost or destroyed), can the digital archive take its place?

Yes, since the decree of 5th December 2016 (article 1379 of the civil code) and the order of 22nd March 2017, a digital copy is considered reliable when the copy is an identical reproduction of the document in form and content and the integrity is guaranteed over time (strict technical requirements must be followed when it comes to conditions of digitalisation).

Does Arkhineo have HDS approval for archiving health data?

Yes, Arkhineo has “Health Data Hosting” (HDS) accreditation for “a personal health data hosting service as part of its electronic archiving service with evidential value” issued by the French Ministry of Health on 22 December 2017. Thanks to this authorisation (valid for three years), Arkhineo has been able to consolidate its position as the electronic archiving leader in France, and now guarantees the protection and security of personal health data.

Does Arkhineo have SIAF authorisation?

Yes, Arkhineo obtained authorisation from the Service Interministériel des Archives de France (SIAF) on 29 September 2010. In fact, Arkhineo was the first company to obtain authorisation from the French Ministry of Culture for the preservation of standard and intermediate public electronic archives. This authorisation, which is issued on the basis of a detailed application, compliance with the AFNOR NF Z 42-013 Standard and an audit conducted by SIAF, was renewed for three years in February 2014.

What are SOC 2 & 3 audits?

SOC 2 & 3 reports assess and give an opinion on the controls implemented by service providers on behalf of companies in terms of security, availability, processing integrity, privacy and data protection.