How to properly store documents and archive accounting records in accordance with the law?

Document retention, including accounting records, is key to any business. Learn how long to retain documents and best practices for archiving accounting documents to meet legal requirements.

Wondering how to properly store accounting documents to meet legal requirements and provide yourself with peace of mind? Proper document storage is not only a legal obligation, but also a key element of managing any business. In this article, we will discuss how long different types of accounting documents should be stored, what are the best archiving practices, and how modern technologies such as digitization can make this process easier. You will also learn when it is worth considering external document storage and what benefits there are to storing employee documentation in electronic form. With our tips, document storage will become simpler and more effective, and you will be able to focus on developing your business, with the certainty that all tax and legal aspects are under control.

How long must accounting documents be kept according to the law?

Proper storage of accounting documentation is crucial for every company, not only due to legal requirements, but also for ensuring operational liquidity and financial security. According to the Accounting Act, financial documents, such as accounting books, invoices or tax documents, must be stored for a period of 5 years from the end of the financial year in which the economic event occurred. However, it is worth remembering that some documents, such as documentation for the tax office, may require a longer storage period, even up to 10 years. Therefore, it is so important for every company to have clearly defined procedures for archiving accounting documents that are compliant with applicable law.

We can't forget about storing employee files, which are also subject to strict regulations. The retention period for personal files is usually 10 years, which is in line with labor law regulations. In the case of employment-related documents, such as employment contracts or salary documents, their archiving is not only an obligation, but also a best practice in human resources management. Storing company documentation in an orderly and legally compliant manner allows you to avoid potential legal and financial problems, and also facilitates the daily management of the company.

Archiving business documents: key principles

Effective archiving of accounting documents is an essential element of managing any company. Entrepreneurs must ensure that all documents relating to the business were stored in a manner consistent with the provisions of the law. In accordance with the Accounting Act, documents such as Accounting books and inventory documents must be kept for at least 5 years. It is also worth considering digitization of documents, which not only makes it easier to store them, but also increases data security. Thanks to modern technologies, storing company documentation becomes more effective, and access to the necessary information is faster and easier.

In the context storing employee files, entrepreneurs must remember to comply with the regulations regarding the period of storing personal files. Documents including employee records, such as employment contracts or salary documents, should be kept for a period of at least 10 years. It is also worth considering external documentation storage, which can be beneficial for companies with limited office space. Whichever method you choose, it is crucial to documents in accordance with legal regulations are stored in a safe and orderly manner, thereby avoiding potential legal and financial problems.

Storing employee documentation in electronic form

Storing employee documentation in electronic form is becoming more and more popular, and entrepreneurs are increasingly deciding to do so. digitization of documents. Electronic employee documentation not only facilitates access to information, but also increases data security by protecting it from damage or destruction of documents. In accordance with the Accounting Act, storing electronic documents must meet certain legal requirements, which ensures their compliance with regulations. It is worth remembering that documents including documentation HR documents, such as employment contracts or application documents, should be kept for at least 10 years. Thanks to modern IT solutions, storing employee documentation in electronic form is not only effective, but also compliant with applicable law.

Document Digitization: A Modern Approach to Archiving

Document digitalization is a key element in the process of modernizing document management in companies. Thanks to it, companies can effectively reduce the costs associated with physical document storage and increase operational efficiency. A modern approach to archiving allows for quick access to the information you need, which is invaluable in a dynamically changing business environment. Company documents, such as accounting books or HR documentation, can be stored electronically, which not only makes it easier to manage them but also increases data security. It is worth remembering that according to the Accounting Act, these documents must be stored for a period of at least 5 years, which makes digitization an even more attractive option.

When implementing digitalization, it is important for companies to comply with regulations regarding the period of storing personal files and other documents related to their management. Obliged to keep payroll records and other employee documents for at least 10 years, companies must ensure that their digital systems comply with legal requirements. Documents until the expiry of the period storage must be protected against unauthorized access and destruction. Thanks to digitization, storage of accounting records and inventory documents becomes more efficient, and companies can focus on developing their business, confident that their documentation is fully compliant with applicable regulations.

External Document Storage: When to Use It?

The decision about external storage of documentation can bring many benefits, especially for companies that struggle with limited office space. Storing documents off-site allows for space optimization and reducing the costs associated with maintaining the archive. It is worth considering this option when inventory documents are kept for a longer period of time, and their quantity begins to exceed the company's local capacity. Additionally, external storage can be beneficial in the context document destruction, as professional companies offer services for the safe and legal destruction of documents after the required retention period has elapsed.

Document digitization combined with external storage is a modern approach that increases data security and facilitates access to it. Companies required to keep payroll records and other employee documents by 10-year storage period can use the services of external suppliers who ensure compliance with legal regulations and protection against unauthorized access. Tax office about storage location documents must be informed, which is important in the context documentation during a tax audit. With offsite storage, businesses can focus on their core business, confident that their documentation is stored securely and in compliance with applicable regulations.

Archiving company documents: key aspects and legal provisions

Archiving company documents is an essential part of running a business, and its proper execution requires knowledge of applicable laws. Documents such as invoices, tax returns or financial statements must be stored in accordance with specific requirements to ensure compliance with tax and accounting regulations. It is worth remembering that the period for storing documents is often counted from the end of the calendar year in which the tax payment deadline expired. Therefore, it is important for entrepreneurs to be aware of how long documents must be stored to avoid potential legal and financial problems.

In the context of archiving employee documents, such as payrolls or documents related to pension or disability benefits, entrepreneurs must comply with the retention period for personal files. These documents are crucial for the correct settlement of employees and must be stored for a period of at least 10 years. The digitization of paper documents is becoming increasingly popular, enabling easier access to information and increasing data security. Companies can also consider external storage of documentation, which allows for the optimization of office space and ensures compliance with legal regulations. Thanks to proper archiving, companies can focus on developing their business, with the certainty that their documentation is stored safely and in accordance with applicable regulations.

FAQ on document archiving and storage

How long must invoices be kept according to the regulations?

According to the regulations, invoices must be kept for a period of at least 5 years, counted from the end of the calendar year in which the tax payment deadline expired. This is crucial to ensure compliance with tax and accounting regulations.

What are the rules for storing documents related to ZUS?

Documents related to ZUS, such as insurance applications or contribution settlements, should be kept for at least 10 years. This is important for the correct settlement of contributions and any possible inspections by ZUS.

What is document digitization and what benefits does it bring?

Document digitization is the process of converting paper documents into electronic form. It brings many benefits, such as easier access to information, reduced storage costs, and increased data security.

What employee documents should be kept and for how long?

Employee documents, such as employment contracts, payrolls, or documents related to pension or disability benefits, must be kept for at least 10 years. This is required for the correct settlement of employees and compliance with labor law regulations.

When is it worth using external document storage?

Offsite document storage is beneficial when a company struggles with limited office space or wants to increase data security. Professional companies offer secure document storage services and document destruction after the required retention period has elapsed.