When leaving a company, signing elsewhere, and three months later a broker requests the last three pay slips. The reflex: connect to Arkevia. Except that the professional email address is disabled, the password forgotten, and one doesn’t even know if the account still exists. This scenario happens often, and the good news is that the Arkevia digital vault keeps documents well beyond the end of the employment contract.
Disabled email address and lost password: unlocking access to Arkevia
The first blockage after changing employers is almost always the email. If the Arkevia account was created with a professional address, it is cut off as soon as the contract ends. The password reset procedure sends a link to a mailbox that no longer exists.
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To resolve this, one should first check if a personal address was provided in the Arkevia profile at the time of activation. If so, the reset works normally from the MyArkevia login page. Otherwise, one must contact Arkevia support directly to request the modification of the email linked to the account. One can expect to provide an ID and possibly a previous pay slip to prove they are indeed the account holder.
A practical point for those still employed or on notice: before leaving, simply go to the account settings and replace the professional email with a personal address. This action takes two minutes and avoids weeks of administrative hassle. To better understand the complete process, one can access my Arkevia account through a detailed guide that covers various scenarios.
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Retention of Arkevia pay slips: what the regulations require
The most frequently asked question is: will my documents disappear when I leave the company? The answer is no, and this is not just a simple commercial promise.
Electronic pay slips are retained for 50 years, or until the holder reaches retirement age plus several years depending on the situation. This duration is not a choice of Arkevia: it stems from regulations regarding the digital vault. The reasoning behind this obligation is related to retirement. The pay slips serve as proof to reconstruct a career, validate quarters, contest a calculation error.
In the event of the provider’s cessation of activity, regulations stipulate that users must be notified at least three months in advance and be able to retrieve their files in a structured and commonly used electronic format. Therefore, the employee is not held hostage by the service.
Digital vault or simple HR storage space
Not all companies use Arkevia in the same way. Some go through the digital vault in the regulatory sense, where documents remain accessible to the employee even after departure. Others use a storage space more integrated into the internal HR software: in this case, access may be disabled at the end of the contract.
Feedback on this point varies depending on company configurations. If in doubt, it is better to ask the HR department before the exit date and download documents as a precaution.
Downloading Arkevia pay slips before and after departure
Whether still employed or already left, the downloading procedure remains the same once logged in. One accesses the document space, selects the files, and saves them locally. A few concrete reflexes to adopt:
- Download all pay slips in PDF as soon as the notice period begins, without waiting for the last day. Store them on a personal hard drive or a private cloud service.
- Check that the end-of-contract documents (work certificate, Pôle emploi certificate, final account balance) have been properly deposited in the vault by the former employer.
- Keep a copy of the annual remuneration summary, often useful for tax declarations or mortgage applications.
Do not rely solely on the digital vault for archiving. Even with guaranteed retention for several decades, having a local copy eliminates any risk related to forgetting identifiers or a change of provider on the employer’s side.
New employer and new Arkevia vault: two separate accounts
When joining a company that also uses Arkevia, one might expect to find their old documents in the same space. This is not the case. Each employer creates a separate space, linked to their own contract with the provider.
In practice, one ends up with two distinct Arkevia accesses, potentially linked to two different email addresses. The pay slips from the former employer remain in the old vault. The new documents arrive in the new one. There is no automatic merging of spaces.
Centralizing documents despite account separation
To maintain a clear view of one’s entire career, the most reliable solution remains systematic downloading. With each job change, one retrieves all files and organizes them in a personal hierarchy (by employer, by year). This habit may seem tedious, but it takes less than half an hour and definitively resolves the issue of dispersion.
Some employees use a personal digital vault (like Digiposte) in addition to Arkevia to consolidate all documents in one place, regardless of the employer. This approach works well as long as local backups are not neglected in parallel.
The most effective strategy is to act during the notice period rather than after. Once the professional email is cut off and HR access is closed, every recovery step takes longer and depends on the goodwill of technical support. Changing one’s email address, downloading files, noting identifiers: three simple actions that prevent the need to chase after documents that will be needed at the worst moment.