An Arkevia digital safe is an online storage space provided by an employer, which receives and retains dematerialized documents (pay slips, contracts, certificates). Unlike a simple cloud folder, this type of safe complies with a specific legal framework, with certification requirements and retention periods that far exceed mere archiving.
Digital safe and electronic archiving: a legal distinction to know
The confusion between digital safes and electronic archiving systems (EAS) often arises. The two tools do not fall under the same regulatory framework, and this difference has concrete implications for the value of your documents.
The digital safe is defined by Article L.103 of the Postal and Electronic Communications Code. It is standardized by the NF Z 42-020 standard and can obtain NF 203 certification. Its function: to securely provide the holder (the employee) with their documents.
The EAS, on the other hand, falls under the NF Z 42-013 standard (ISO 14641) and NF 461 certification. It covers the complete lifecycle of archives from the employer’s side: deposit, storage, traceability, scheduled destruction. Arkevia serves as a safe for the employee but does not replace an EAS for the company.
In practice, an employee who views their pay slips on Arkevia benefits from secure retention with evidential value. The employer, for their part, must have their own compliant archiving system to meet their tax and social obligations. Before logging into the Arkevia safe, it is useful to understand that this personal space only covers part of the documentary chain.
Logging into the Arkevia portal: credentials, secret code, and account security
Access to the Arkevia safe is through the portal myarkevia.com. The login relies on two distinct layers: standard credentials and a secret code specific to sensitive actions.
Login credentials
The account is created from an invitation sent by the employer. The email address and password defined at registration constitute the first level of access. In case of forgetfulness, the login page offers a reset procedure via email.
Arkevia secret code
The secret code is a second factor, distinct from the password. It is defined by the employee during the first login and is used to validate sensitive operations: bulk downloads, modification of personal information, deletion of documents. This code can be reset directly from the portal if needed.
This two-factor authentication protects access even if the main password is compromised. A few precautions enhance account security:
- Choose a unique password, different from those used for email or other online services
- Define a secret code that does not include the date of birth or a predictable sequence of numbers
- Check the portal URL before each login to avoid phishing attempts (the address must start with myarkevia.com)
Document retention period on Arkevia and new legal obligations
The retention period is a central point for a digital safe. Arkevia retains dematerialized pay slips for a duration that far exceeds legal requirements, often stated as lifetime retention for the employee.
Law No. 2026-534 of June 25, 2026, relating to the fight against social and tax fraud, amended Article L.102 B of the Tax Procedures Book. The tax retention period for many documents with evidential value has increased from 6 to 10 years for documents whose period expires after January 1, 2027. This extension particularly concerns invoices.
For an employee, the pay slips stored on Arkevia are not directly affected by this tax measure. However, the extension of the period strengthens the interest in a digital safe for any document with evidential value in case of an audit or dispute.
- Pay slips must be retained for a minimum of 5 years on the employee’s side, but Arkevia maintains access well beyond that
- Employment contracts and amendments should be archived for the entire duration of the career
- Employer certificates and training certificates can be useful years after their issuance, especially for retirement
Personal documents on Arkevia: what the safe accepts beyond pay
The Arkevia space is not limited to documents deposited by the employer. The holder can add their own files: identity documents, bank statements, receipts, diplomas. These documents benefit from the same level of encryption and protection as pay slips.
This possibility transforms the safe into a personal document centralization space. One point to keep in mind: if the employee leaves the company, access to the safe remains active. The documents already deposited, whether from the employer or the employee themselves, remain viewable and downloadable.
The GDPR compliance of the service ensures that the employer does not have access to the personal documents added by the employee. The space remains strictly personal, even if the subscription is funded by the company.
The Arkevia digital safe thus covers two complementary functions: the automatic receipt of HR documents and the voluntary archiving of personal items. With the recent extension of tax retention periods, having a secure and lasting space for administrative documents is far from trivial.