Archiving of written documents

Companies, entrepreneurs and legal entities are legally obliged to archive many documents. Depending on their type, the length ofThe length of retention ranges from 3 to 30 years.

Find out how to meet your legal obligations and keep your documents and papers in order. Practically, efficiently and clearly for years to come.

Who is legally obliged to keep documents

1. Employers. They are obliged to keep the necessary records of their employees.
2. Accounting units. They are obliged to keep accounting records for bookkeeping purposes.
3. Persons liable to pay tax (VAT payers). They are obliged to keep all documents used to determine the tax.
4. Entrepreneurs who keep tax records. They should archive invoices received and issued, cash receipts, bank statements, receipts, disbursement slips and payrolls.

The DocumentArchiving Act requires that documents be retained for a clearly defined period of time in hard copy, electronic or mixed form. But beware! To archive documents in electronic form, it is not enough to scan them and upload them to a computer. An electronic signature, a time stamp and appropriate formatting are required. That is why hard copy archiving is still the most popular and widely used form of archiving.

Store documents clearly and efficiently

A key aspect of archiving is clarity. As the archiving of accounting documents is a matter of several years, the demands on the organisation of these documents increase year on year so that the required record can be quickly retrieved when needed.

Archive boxes and boxes

One of the most efficient archiving solutions are storageboxes, which are optimally suited for the insertion of A4 files.

• Each archive box has a description box for clear record keeping.
• Thanks to its dimensions of 340 × 100 × 297 mm, you can conveniently place up to five boxes in a single archiving box in a format of 516 × 348 × 305 mm.
• Each archive box is also equipped with a lid that protects against dust and prevents contamination of the inserted documents. In addition, RAJA cardboard archive boxes are characterised by their high strength and stability.

Archiving clips

A practical aid in archiving are special archiving clips, which make it easier to remove the entire contents from the binder. The documents are then easily bound and inserted into the prepared binder.

Proper labeling will save you time

It is a good idea to label the storage boxes not only with the classic details of the documents concerned and the period to which they relate, but also with the date until which these documents need to be archived. This will make it much easier for you to go through and sort them when that date has passed.

In the RAJA e-shop you will find a number of practical tools for storing documents. We offer a variety of filing cartons and boxes for folders, papers and folders.

Did you know that our document boxes can be conveniently opened from the side, so you can easily return to your documents without having to pull the entire box off the shelf?