Archiving of documents

Whether you are a legal entity, own a company or run a business, you are legally obliged to archive many types of documents. The archiving period varies depending on the type of document and ranges from 3 to 30 years.

We can advise you on how to store valuable or statutory documents correctly and efficiently. Find out what tools you can use to help you combat the chaos in your archive.

Electronic versus physical archiving

The law allows you to keep paper, electronic and mixed forms. Remember that electronic archiving requires much more than just storing documents on a computer. All documents need to be electronically signed and time-stamped, which is only valid for 5 years, and then you need to virtually re-stamp everything. You must also meet the readability requirement and choose a suitable storage format.

Despite increasing digitisation, paper remains the most popular form of document archiving. You just need to have enough space, choose the right tools and label everything well.

Efficient storage of physical documents

Archiving boxes are most commonly used to store documents, with lever arch files or storage boxes inserted into them. They have a handy flap lid for easy access and protection of the contents and are easy to label.

• The storage filing box is ideal for storing all office documentation, brochures, notebooks or A4 printed materials. It can be stored horizontally or vertically – thanks to the circular handle and the labelling field on the front.

• A versatile tool for storage of all kinds are the cost-effective multifunctional boxes with lids. They are ideal for archiving binders (capacity for 7 pieces), folders, books or brochures.

Aids for clear archiving

The basic requirement of any archive is order and clarity. With the tools from the RAJA e-shop, you can easily sort the documents you need and always find them quickly.

• Archive clips – Ideal if you don’t want to archive entire folders, but only papers.
• Coloured cardboard dividers – reliably separate documents in the binders and can be easily labelled individually.
• Lever arch files – are very durable, equipped with a spine opening for easy handling and a removable label.

Don’t underestimate proper disposal

If the shredding period for archived documents has expired, check to see if you need a shredding permit. We do not recommend burning documents as burning is often not perfect. In the modern age of sensitive data and information, shredding is the safest method of disposal.

Choose a suitable shredder from our range. And remember that the more sensitive the data, the smaller the pieces of paper to be shredded should be.