Archiving documents

Whether you are a legal entity, own a company or run a business, you have a legal obligation 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 will 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 filing requires much more than just storing documents on a computer. All documents must be electronically signed and time-stamped, which is only valid for 5 years, and then you have to re-stamp everything. You must also meet the readability requirement and choose an appropriate storage format.

Despite increasing digitisation, the most popular form of document archiving remains hard copy. 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 practical hinged lid for easy access and protection of the contents and are easy to label.

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

• Cost-effective multi-functional boxes with lids are a versatile tool for storage of all kinds. They are ideal for archiving binders (capacity 7 pieces), folders, books or brochures

Aids for clear archiving

Order and clarity is a basic requirement for any archive. 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.
• Colourful cardboard compartments – reliably separate the documents in the folders and can easily be individually labelled.
• 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 deadline for shredding archived documents has passed, make sure 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 most secure method of disposal.

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