Should the paper or electronic original of a document be retained?

Verified 13 June 2025 - Directorate for Legal and Administrative Information (Prime Minister)

It is recommended to keep the original of the document sent to you, whether the original is in paper or electronic form.

If the original of the document is in paper form, it is advisable to keep it on paper.

Example: Diploma sent by mail or delivered by hand.

If you scan (scan, photo) or photocopy an original paper document, the scanned/photocopied version has copy-only value. A copy may be used as evidence provided that it reliable. In addition, if the original of the document exists, its presentation may still be required.

The shelf life varies by document type. You can use a simulator to find out how long you need to keep a document.

If the original of the document is in electronic form, it is advisable to keep it electronically.

Example: tax notice sent by e-mail or made available on a website.

This is because if you print this document, the printed version has copy-only value. A copy may be used as evidence provided that it reliable. In addition, if the original of the document exists, its presentation may still be required.

The shelf life of an electronic document is identical to that of a paper document. It varies according to the type of document. You can use a simulator to find out how long you need to keep a document.

FYI

An electronic record shall have the same legal value as a paper record if the person signing it is identified and the record is drawn up and kept in such a way as to guarantee it integrity . In practice, electronic signature identifies the person who signed the act.