Arkevia is a digital safe linked to the HR environment of the company. It centralizes electronic pay slips and other professional documents in a personal space assigned to each employee. My Arkevia refers to the user-side consultation portal, through which the employee accesses their files, downloads them, or shares them.
Portability of the Arkevia safe after leaving the company
Most guides on Arkevia detail account creation or storage features. A less addressed aspect, which raises concrete questions for employees, concerns what happens when the employment contract ends.
The Arkevia digital safe remains accessible even after the termination of the relationship with the employer. The account does not depend on the company’s HR service. Personal identifiers (email address, password) continue to work, and the deposited documents remain accessible for several decades.
The connection to Arkevia and my Arkevia relies on these personal identifiers, meaning that the employee retains control over their space even when changing employers. If the new employer also uses Arkevia, documents from both companies coexist in the same safe.
This portability has a practical limit: the former employer no longer deposits anything once the contract is completed. Previous pay slips remain in place, but no new documents arrive from them. However, the employee can continue to add their own files (diplomas, contracts, identity documents) to their personal space.
Data security and regulatory compliance on the Arkevia platform
A digital HR safe handles sensitive data: social security number, remuneration, bank details on certain documents. The issue of security is not a marketing argument; it is a legal requirement.
Encryption and authentication
Arkevia uses encryption for files at rest and in transit. Strong authentication protects access to the account. Firewalls and intrusion detection systems complement the technical setup.
The documents deposited in Arkevia have legal value under French electronic archiving standards. This point distinguishes a certified digital safe from a simple public cloud storage, where the integrity of the file is not legally guaranteed.
Compliance with GDPR and retention period
The platform complies with GDPR requirements regarding the protection of personal data. The employee controls who can view their documents and can export or delete files.
The retention period announced by Arkevia spans several decades. This point is particularly useful for pay slips, which may be required during a career reconstruction for retirement. Here are the items that the safe protects:
- Electronic pay slips automatically transmitted by the employer via the HR information system
- Personal documents added by the employee (employment contracts, certificates, attestations)
- Files temporarily shared with a third party (bank, administration) via a secure link with a limited duration
Accessing My Arkevia: technical journey and common errors
Access to the My Arkevia portal is done from a web browser or a mobile device. The employee receives their identifiers when the safe is activated by their employer, usually via email.
First connection and account activation
During the first connection, the employee must validate their personal email address (not the work address, to ensure access after leaving). They then set a personal password. The personal email address is the only lasting link to the safe, hence the importance of keeping it updated.
A common mistake is to use the work email as the main identifier. If this address is deactivated after leaving, recovering the account becomes more complex and requires a procedure with support.
Resolving common access issues
Three situations frequently arise:
- Forgotten password: the reset procedure goes through the registered email address. If this address is no longer accessible, you must contact Arkevia support directly
- Account not activated: some employees do not complete the activation upon receiving the initial email. The activation link has a validity period, after which a resend must be requested through the HR service
- Incompatible browser or full cache: clearing the browser cache or testing with another browser resolves most technical blocks during login
Document management from the employer’s side: what the employer configures in Arkevia
The employee sees their personal space, but upstream, it is the company that configures the system. Arkevia integrates with payroll software and HRIS to automate the deposit of pay slips. The HR service does not manually send each slip: the transfer is done via API or dedicated connector.
This automated operation reduces distribution errors and eliminates printing and mailing costs. The employee receives a notification for each new document deposited in their safe.
The company also defines the categories of documents distributed via Arkevia. Beyond pay slips, some employers deposit employment contracts, amendments, training certificates, or documents related to health insurance. The document scope varies from one company to another depending on the internal HR policy.
A point often overlooked: before deploying a digital tool that modifies working conditions or the processing of payroll data, the employer must consult the CSE. This consultation obligation applies even during partial testing, as highlighted by Éditions Tissot in their publications on the subject.
The employer’s choice of Arkevia thus involves a process that goes beyond simple technical installation. The social compliance of the deployment is part of the project, just like the GDPR compliance of the storage.
