Storage of accounting documents – best methods

Storing accounting documents is not only a matter of tidiness, but also a legal requirement. The tax office can inspect accounting documents up to five years back. Therefore, storing them properly not only guarantees order, but can also protect the company from unpleasantness, such as a hefty fine.

With all these considerations in mind, it is important to ensure that accounting documents are stored properly. In this post, we present five of the most popular solutions to ensure that your accounting documents are always in order and properly protected.

1) For storing accounting documents – the best classic binder

The simplest solutions work best in practice. The classic b inder makes it easy to keep documents in order, as you simply add them one by one so that they are arranged chronologically. This makes it much easier to quickly find the document you need. In addition, there is usually space for a signature on the spine, which makes it possible to immediately verify which documents are in it.

2. lever arch file – when there are more documents

Lever arch files have all the advantages of the classiclever arch files, but have the added benefit of a mechanism that allows more documents to be squeezed into a single file.

This is particularly convenient for companies that have limited space for documents, as well as those for whom setting up another binder may prove unnecessary, as they won’t be able to fill it up anyway. There is therefore no point in spending money unnecessarily.

3. filing box – ideal for storing accounting documents from earlier years

As mentioned, accounting documents should be kept for up to five years, but this does not mean that they have to be kept on top. Unless they are needed in the company for day-to-day work, they can be tucked away in a place where they will not take up unnecessary space without worry.

An archive box is ideal for this purpose. Its construction protects documents from damage and dust. In addition, it allows you to sign on the spine or on the side what the documents inside are about, so you can easily keep your documents in order.

4. filing box for binders – when there are really many documents

Such a filing carton for binders is a solution for companies and institutions that really have a lot of documents to store. The carton allows up to seven binders to be packed inside. It should be made of multi-layered cardboard so that the documents inside are protected from external factors such as moisture or dust.

It is also important that there is space to label the files on top of the cardboard box, so that you don’t have to look inside to see what’s inside.

5. document sleeves

Finally, something seemingly obvious, but many people who care about company documents and accountants prefer to put documents in binders without any protection. This is not a good solution. It is easier to destroy accounting documents this way. There is also the possibility that the ink from the printer will smudge or fade, and accounting documents not only need to be kept for a reasonable amount of time, but should also be legible.

In addition, with document shirts there is no need to punch holes in the documents, which reduces the possibility of accidental tearing. This is a cheap and very good way to store individual accounting documents.