Archiving of written documents

Companies, entrepreneurs and legal entities are required by law to archive many documents. Depending on their type, the length of storage varies, ranging 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 over many years.

Who is legally obliged to keep documents

1. Employers. They are obliged to keep the necessary records of their employees.
2. Accounting entities. They are required to keep accounting records for bookkeeping purposes.
3. Taxable persons (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 and payroll.

The Document Archiving Act mandates that documents be secured for a clearly defined period of time in paper, 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. This is why paper archiving is still the most popular and most used form of archiving.

Store documents clearly and efficiently

Clarity is an essential aspect of archiving. As the archiving of accounting documents is a matter of a few years, the demands on their organisation so that the required record can be quickly retrieved when needed are increasing every year.

Archiving boxes and boxes

One of the most efficient archiving solutions is storage boxes, which are optimal for inserting A4 files.

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

Archiving clips

Special filing clips are also a handy tool for archiving, making it easy to remove all contents from the binder. The documents are then easily bound and placed in the prepared binder.

Correct labels will save you time

It’s a good idea to mark the storage boxes not only with the classic details of what the documents are and the period they cover, but also the date until which they need to be archived. This will make it a lot easier for you to go through and sort them when that deadline passes.

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

Did you know that our document filing boxes can be conveniently opened from the side, so that you can get back to your documents very easily without having to pull the whole box off the shelf?