{"id":9309,"date":"2025-10-14T11:57:38","date_gmt":"2025-10-14T09:57:38","guid":{"rendered":"https:\/\/evidency.io\/archivage-electronique-definition-et-enjeux\/"},"modified":"2026-02-05T09:47:40","modified_gmt":"2026-02-05T08:47:40","slug":"electronic-archiving-definition-and-key-challenges","status":"publish","type":"post","link":"https:\/\/evidency.io\/en\/electronic-archiving-definition-and-key-challenges\/","title":{"rendered":"Electronic archiving: definition and key challenges"},"content":{"rendered":"<p><strong>Key takeaways<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Electronic archiving secures digital documents while ensuring <strong>integrity, availability, and readability<\/strong>.<\/li>\n\n\n\n<li>The main solutions include<strong> DMS (Document Management System), EAS (Electronic Archiving System), and digital safes<\/strong>, depending on the company\u2019s operational and compliance needs.<\/li>\n\n\n\n<li>The EAS manages the <strong>complete lifecycle of archived records<\/strong> and provides <strong>strong evidential value<\/strong>.<\/li>\n\n\n\n<li>Qualified electronic archiving offers <strong>additional guarantees<\/strong> and is <strong>recognised at the European legal level<\/strong>.<\/li>\n\n\n\n<li>Core standards (<strong>NF Z42-013, ISO 14641-1, CEN\/TS 18170<\/strong>) establish best practices for securing and certifying the evidential value of digital documents.<\/li>\n\n\n\n<li>Companies benefit from <strong>time savings, reduced costs, operational efficiency, and greater trust<\/strong> in their digital archives.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"titre1\">What is electronic archiving? Definition and operation<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Definition of electronic archiving<\/h3>\n\n\n\n<p>Electronic archiving within a business context means preserving digital documents over time while guaranteeing three essential principles:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Integrity:<\/strong> the document must remain authentic and unaltered.<\/li>\n\n\n\n<li><strong>Retention period:<\/strong> the document must remain usable for a legally or contractually defined period.<\/li>\n\n\n\n<li><strong>Availability:<\/strong> the document must be easily accessible to authorised users in a secure and traceable manner.<\/li>\n<\/ul>\n\n\n\n<p>Electronic archiving therefore goes beyond simple document management, it is a <strong>strategic process that safeguards a company\u2019s information assets and ensures the legal validity of its records<\/strong>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">DMS, EAS, and Digital Safe: key solutions for businesses<\/h3>\n\n\n\n<h4 class=\"wp-block-heading\">DMS (Document Management System)<\/h4>\n\n\n\n<p>A <strong>DMS <\/strong>enables companies to<strong> centralise, organise, and efficiently retrieve documents<\/strong>. It serves primarily operational needs, improving information flow and collaboration between teams.<br>Such systems <strong>manage the entire document lifecycle<\/strong>, from creation and validation to publication and classification, and often include version tracking.<\/p>\n\n\n\n<p>Some DMS solutions offer <strong>automation features such as scheduled retention or deletion<\/strong>. However, a DMS alone does not guarantee the long-term preservation or evidential value of documents.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">EAS (Electronic Archiving System)<\/h4>\n\n\n\n<p>An <strong>Electronic Archiving Sysytem <\/strong>ensures the integrity, authenticity, and traceability of digital archives. It is the reference solution for organisations seeking to <strong>securely preserve their documentary assets while meeting regulatory obligations<\/strong>.<\/p>\n\n\n\n<p>Beyond compliance, EAS systems address two major concerns:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Reversibility<\/strong>: the ability to switch providers and transfer archives without data loss or compliance issues.<\/li>\n\n\n\n<li><strong>Long-term readability<\/strong>: maintaining accessibility over decades through format conversion and migration mechanisms.<\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\">Qualified Electronic Archiving<\/h4>\n\n\n\n<p>Qualified electronic archiving represents the <strong>highest level of security and compliance for preserving digital records<\/strong>. It guarantees <strong>strong evidential value<\/strong>, ensuring documents retain full legal and regulatory validity.<\/p>\n\n\n\n<p>This service relies on Qualified Trust Service Providers (QTSPs) certified under the European eIDAS v2 Regulation, which formally introduces qualified electronic archiving as a recognised trust service.<\/p>\n\n\n\n<p>The European Commission has proposed a <strong>Draft Act outlining implementation details<\/strong>, with official adoption expected by late 2025. Once eIDAS v2 is in force, <a href=\"https:\/\/evidency.io\/en\/eidas-v2-qualified-electronic-archiving\/\">qualified electronic archiving services will be legally recognised across Europe<\/a>.<\/p>\n\n\n\n<p>The <strong>CEN\/TS 18170 technical specification<\/strong> provides the <strong>detailed organisational and technical framework for QTSPs<\/strong>, defining requirements for integrity, authenticity, traceability, and long-term preservation, and serves as the reference for certification.<\/p>\n\n\n\n<p>For companies handling <strong>sensitive or regulated information<\/strong>, qualified electronic archiving is a strategic investment, combining <strong>legal compliance, technical reliability, and enhanced trust<\/strong> with clients and partners.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Digital Safe<\/h4>\n\n\n\n<p>A <a href=\"https:\/\/evidency.io\/en\/comparison-electronic-archiving-digital-safe\/\">digital safe<\/a> (or digital vault) is a simpler, often <strong>more affordable solution<\/strong> designed for individuals or SMEs. It allows secure storage of sensitive documents such as payslips, contracts, and financial statements.<\/p>\n\n\n\n<p>Depending on the service level, it may meet certain regulatory requirements, but it typically <strong>lacks advanced management features<\/strong> such as automated classification, secure destruction, or granular access control.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Types of archiving by duration<\/h3>\n\n\n\n<h4 class=\"wp-block-heading\">Permanent archiving<\/h4>\n\n\n\n<p>Permanent archiving applies to documents that must be retained over the long term, sometimes indefinitely, to <strong>meet legal, fiscal, or regulatory obligations<\/strong>, as well as to preserve the company\u2019s historical and corporate heritage. It requires the implementation of <strong>rigorous processes to ensure that these documents remain intact, readable, and accessible<\/strong> throughout their retention period, while maintaining their traceability and security against any alteration or loss.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Active archiving<\/h4>\n\n\n\n<p>Active archiving applies to documents that continue to be regularly consulted or used by the company\u2019s operational teams. It goes beyond secure storage, offering features that enable <strong>fast, controlled, and traceable access<\/strong> so that users can efficiently <strong>make use of information while complying with security and confidentiality requirements<\/strong>. This type of archiving therefore ensures the<strong> immediate availability of documents<\/strong> essential to the organisation\u2019s day-to-day operations.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Hybrid archiving<\/h4>\n\n\n\n<p>Hybrid archiving combines <strong>both paper and digital documents<\/strong>, providing organisations undergoing <a href=\"https:\/\/evidency.io\/en\/how-to-successfully-digitise-your-companys-documents\/\">digital transformation<\/a> with continuity in the management of their archives. This approach makes it possible to <strong>secure and organise information from different sources <\/strong>while applying consistent rules for classification, retention, and disposal, and facilitating access to information regardless of its format. Hybrid archiving therefore represents a strategic step for companies seeking to <strong>gradually transition to a fully digital environment without losing the value of their physical archives<\/strong>.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"titre2\">Standards and regulations<\/h2>\n\n\n\n<p>Qualified electronic archiving is governed by strict standards and frameworks that define its technical and organisational requirements:<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><tbody><tr><td><strong>Standard \/ Reference<\/strong><\/td><td><strong>Type<\/strong><\/td><td><strong>Year<\/strong><\/td><td><strong>Purpose and key points<\/strong><\/td><\/tr><tr><td><strong>EIDAS V2<\/strong><\/td><td>EU Regulation<\/td><td>2023-2025<\/td><td>Introduces qualified electronic archiving as a trust service under European law.<\/td><\/tr><tr><td><strong>CEN\/TS 18170<\/strong><\/td><td>European Standard<\/td><td>18 April 2025<\/td><td>Defines the technical and organisational framework for QTSPs under eIDAS v2.<\/td><\/tr><tr><td><strong>NF Z42-013<\/strong><\/td><td>French Standard<\/td><td>2009<\/td><td>Establishes the technical and organisational requirements for digital archiving (basis for ISO 14641).<\/td><\/tr><tr><td><strong>NF 461<\/strong><\/td><td>AFNOR Certification<\/td><td>\u2013<\/td><td>Certification of an Electronic Archiving System based on the NF Z42-013 standard, used to verify that an EAS complies with French regulatory requirements.<\/td><\/tr><tr><td><strong>GA Z42-013<\/strong><\/td><td>Implementation Guide<\/td><td>2010<\/td><td>Provides reference methods to ensure integrity of electronic documents (international equivalent: ISO 14641-1).<\/td><\/tr><tr><td><strong>ISO 14641<\/strong><\/td><td>International Standard<\/td><td>2012<\/td><td>Global standard derived from NF Z42-013, defining best practices for electronic archiving.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p>These standards help organisations ensure their archived documents retain recognised evidential value.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"titre3\">Key challenges of electronic archiving<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Compliance<\/h3>\n\n\n\n<p>Meeting applicable standards and legal frameworks is essential to <strong>mitigate legal and regulatory risks<\/strong>, particularly in the event of <strong>audits, litigation, or inspections<\/strong>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Security and risk management<\/h3>\n\n\n\n<p><a href=\"https:\/\/evidency.io\/en\/electronic-archiving\/\">Electronic archiving<\/a> protects against <strong>document loss, tampering, or accidental deletion<\/strong>. It also strengthens data governance and cybersecurity.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Fast access<\/h3>\n\n\n\n<p>Beyond security, archiving enables <strong>immediate, secure access to information<\/strong>, improving efficiency and responsiveness across the organisation.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"titre4\">Business benefits of electronic archiving<\/h2>\n\n\n\n<p>Implementing an electronic archiving system delivers multiple advantages:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Time savings in document retrieval<\/li>\n\n\n\n<li>Reduced physical storage costs<\/li>\n\n\n\n<li>Secure remote accessibility<\/li>\n\n\n\n<li>Legal and regulatory compliance<\/li>\n\n\n\n<li>Lower paper management expenses<\/li>\n\n\n\n<li>Greater operational efficiency<\/li>\n\n\n\n<li>Enhanced trust from users and partners thanks to evidential reliability<\/li>\n<\/ul>\n\n\n\n<p><\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"titre5\">Challenges and limitations of electronic archiving<\/h2>\n\n\n\n<p>Although electronic archiving offers many advantages, its implementation and operation present several challenges that companies must anticipate.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Technological evolution and obsolescence<\/h3>\n\n\n\n<p>Technologies evolve rapidly, and <strong>archiving systems must be regularly updated<\/strong> to remain compatible with new file formats, software, and infrastructure. The<strong> obsolescence of storage media or digital formats<\/strong> poses a real risk: without a migration and maintenance plan, documents can become unreadable or inaccessible over the long term.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Sensitive data management and compliance<\/h3>\n\n\n\n<p>Archived records may contain personal or confidential information. <strong>Ensuring compliance with <a href=\"https:\/\/evidency.io\/en\/gdpr-consent-proof-qualified-timestamping-electronic-seal\/\">GDPR<\/a>, HDS, and other sectoral regulations is essential<\/strong>, along with encryption, access control, and audit logging.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Regulatory adaptation<\/h3>\n\n\n\n<p>Legal and regulatory requirements for archiving evolve regularly. Companies must therefore closely monitor <strong>regulatory changes<\/strong>, adapt their internal policies, and ensure that their archiving systems remain compliant to <strong>avoid penalties or disputes<\/strong>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Cybersecurity<\/h3>\n\n\n\n<p>Electronic archiving exposes companies to IT risks, such as <a href=\"https:\/\/evidency.io\/en\/deepfake-threat-challenge-digital-evidence\/\">cyberattacks<\/a>, data theft, or unauthorised access. Security must be implemented on multiple levels: <strong>strong authentication, data encryption, access logs, regular backups, and business continuity plans in case of incidents<\/strong>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Organisational complexity and internal processes<\/h3>\n\n\n\n<p>Implementing an effective archiving system requires <strong>training teams<\/strong>, defining <strong>clear processes for the document lifecycle<\/strong>, and <strong>coordinating across different departments<\/strong>. Without user engagement and proper governance, electronic archiving may be underutilised or improperly applied, reducing its evidential value and operational effectiveness.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"titre6\">Choosing an archiving provider<\/h2>\n\n\n\n<p>Selecting a provider for electronic archiving is a strategic decision, as <strong>it determines the security, compliance, and long-term preservation of a company\u2019s digital documents<\/strong>. It is not just a matter of choosing a technical supplier, but of partnering with an organisation capable of meeting regulatory requirements, ensuring the evidential value of documents, and supporting the company in managing its information assets.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Secure and compliant hosting<\/h3>\n\n\n\n<p>It is essential to ensure that the third-party archiving provider offers <strong>secure hosting<\/strong> that complies with local and European standards and is <strong>appropriate for the sensitivity of the data being stored<\/strong>. The hosting must include robust physical and IT security measures, such as <strong>data encryption, server redundancy, and business continuity plans<\/strong>, to prevent any loss or compromise of information.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Independent and sustainable technologies<\/h3>\n\n\n\n<p>It is recommended to prioritise <strong>proprietary technological solutions<\/strong>. This independence helps <strong>avoid issues related to data portability and reliance on a single provider<\/strong>, while ensuring the long-term preservation of documents in accordance with legal obligations and best practices in electronic archiving.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Alignment with business profile<\/h3>\n\n\n\n<p>The choice of provider should also take into account the <strong>company\u2019s specific characteristics, such as its size, industry <\/strong>(banking, insurance, healthcare, manufacturing, etc.), and <strong>particular regulatory requirements<\/strong> (eIDAS, HDS, GDPR, etc.). These factors influence the type of solution to implement, the required level of security, and the features necessary to automate the document lifecycle, ensuring proper classification, retention, and disposal in compliance with applicable standards.<\/p>\n\n\n\n<p><\/p>\n\n\n\n<p><strong>Conclusion<\/strong><\/p>\n\n\n\n<p>Electronic archiving in businesses today is a <strong>key driver of digital transformation and information governance<\/strong>. Beyond simple storage, it lies at the heart of <strong>regulatory compliance, data security, and operational efficiency<\/strong>.<\/p>\n\n\n\n<p>While qualified electronic archiving represents the highest level of security and evidential value, not all companies necessarily require this level of rigor. Non-qualified electronic archiving solutions, when based on <strong>technologies that comply with best practices and applicable standards<\/strong>, can already ensure the long-term preservation, integrity, and traceability of documents within a reliable and controlled framework.<\/p>\n\n\n\n<p>Therefore, the choice of an archiving solution should primarily be based on an <strong>analysis of each organisation\u2019s business, regulatory, and operational needs<\/strong>, in order to select the level of service best suited to its compliance and performance requirements.<\/p>\n\n\n\n<div style=\"height:45px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<div class=\"wp-block-buttons is-content-justification-center is-layout-flex wp-container-core-buttons-is-layout-16018d1d wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button\"><a class=\"wp-block-button__link has-background wp-element-button\" href=\"https:\/\/evidency.io\/en\/contact-evidency\/\" style=\"background-color:#0c0171\">Contact our team of experts to evaluate your archiving needs<\/a><\/div>\n<\/div>\n\n\n\n<div style=\"height:44px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p><\/p>\n\n\n\n<p><\/p>\n\n\n\n<div class=\"wp-block-group is-nowrap is-layout-flex wp-container-core-group-is-layout-ad2f72ca wp-block-group-is-layout-flex\">\n<div class=\"wp-block-group is-layout-constrained wp-block-group-is-layout-constrained\">\n<p><\/p>\n\n\n\n<p><strong><em>Disclaimer<\/em><\/strong><\/p>\n\n\n\n<p><em>The opinions, presentations, figures and estimates set forth on the website including in the blog are for informational purposes only and should not be construed as legal advice. For legal advice you should contact a legal professional in your jurisdiction.<\/em><\/p>\n\n\n\n<p><em>The use of any content on this website, including in this blog, for any commercial purposes, including resale, is prohibited, unless permission is first obtained from Evidency. Request for permission should state the purpose and the extent of the reproduction. For non-commercial purposes, all material in this publication may be freely quoted or reprinted, but acknowledgement is required, together with a link to this website.<\/em><\/p>\n<\/div>\n<\/div>\n\n\n","protected":false},"excerpt":{"rendered":"<p>Key takeaways What is electronic archiving? Definition and operation Definition of electronic archiving Electronic archiving within a business context means preserving digital documents over time while guaranteeing three essential principles: Electronic archiving therefore goes beyond simple document management, it is a strategic process that safeguards a company\u2019s information assets and ensures the legal validity of [&hellip;]<\/p>\n","protected":false},"author":246879322,"featured_media":10412,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_et_pb_use_builder":"","_et_pb_old_content":"","_et_gb_content_width":"","_lmt_disableupdate":"","_lmt_disable":"","footnotes":""},"categories":[6477,6424],"tags":[],"ppma_author":[6450],"class_list":["post-9309","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-electronic-archiving","category-featured","author-camille-lehur"],"acf":{"profil":"","bio":""},"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.6 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Archivage \u00e9lectronique : d\u00e9finition et solutions \u2013 Guide complet<\/title>\n<meta name=\"description\" content=\"D\u00e9couvrez tout sur l\u2019archivage \u00e9lectronique et ses diff\u00e9rentes solutions (GED, SAE, coffre-fort num\u00e9rique). 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