February 20, 2020

File storage made easy

STORE ROOM Lagerabteile Selfstorage

One of the most unpleasant tasks that companies have to deal with is undoubtedly the bureaucracy imposed by government authorities. Of course, this also includes the storage of files. In addition to the legal requirements that must be observed in Austria, in this article we also want to give you practical tips and tricks about file storage.

Legal requirements in Austria

The legislative framework for the retention of corporate records in Austria is laid down in the Federal Tax Code (BAO), more precisely under § 132. This stipulates that books, records, vouchers and business papers must be retained for seven years. Documents of this type from the 2020 financial year must therefore be stored securely until December 31, 2027, so that they can be viewed for possible audits. But what is the best way to accomplish this?

Files storage

Image by Gino Crescoli on Pixabay

When storing files, it is essential to ensure the correct room climate, with a humidity of around 45% and a temperature of 18 degrees being ideal. In addition, secure closure of files and systematic order in storage is of utmost importance.

The right storage place for files

Files such as business papers or books are – who would have thought it – made of paper. So that paper remains largely in its original condition still largely corresponds to its original condition, the storage facility must meet certain requirements.

  • Humidity: If this exceeds a certain value, about 60%, the paper becomes damp and threatens to turn yellow. In addition, can form
    mold form 
    , which is probably the even greater disaster. Between 40-50% constant humidity is the best for the paper.
  • Temperature: If the temperature is too high or too low, or if it fluctuates greatly, paper can also suffer considerable damage. Constant 16-18 degrees are ideal if the condition of files should be preserved even for several years.
  • Security: Since files are sometimes confidential company documents, this aspect must of course not be ignored. Access to these documents must therefore be strictly protected. Lockable and, if possible, alarm-secured premises are highly recommended.

Archive boxes facilitate the search

File documents keep best when placed in protective boxes. For this purpose there are so called archive boxes . These boxes, of course available in different sizes, offer documents mainly protection
but also facilitate archiving. On the outer wall, these extremely sturdy boxes offer plenty of space for labeling, which allows for systematized storage of files. This also brings us to the next point.

File storage

Image from Pexels on Pixabay

Store files with system

The legal requirements for the retention of certain company documents are, of course, no mere chicanery on the part of the legislator, but have their very reason. In the case of tax audits, for example, it may be necessary to access files that date back several years. Then, of course, it is a horror to have to find the right document among dozens of randomly arranged boxes. If you want to save yourself the trouble of searching for a needle in a haystack, it is best to establish a system of file storage right from the start:

  1. Planning – Think about what type of typing best suits your needs. Organizing by different business areas such as purchasing, sales or HR is a popular option, but it is also possible to subdivide documents into different document types such as books, receipts, etc.
  2. Labeling – In order to make order possible in the first place, it is of course necessary to label the archive boxes. On the one hand, the age of the files, but of course also the type of document must be evident.
  3. Storage – Organize your archive cartons during Storage in any case chronologically and primarily according to age. It is important to ensure access to old files as well, for example by leaving aisles free between the stacks of boxes.
  4. Disposal – Once a year, all time-barred files, i.e. documents that have already been stored for 7 years, should be disposed of. This saves space and makes it easier to keep track of everything.
  5. Excel spreadsheet – Another option is to number the archive boxes. All file documents can then be recorded in an Excel sheet, in which the archive number is also noted. If you are looking for a certain document, you can find the corresponding storage location in a matter of seconds.

The storage of files is, as you could see from the previous paragraphs, a task for companies that is really not a pleasure but inevitable from a legal perspective. However, if you take to heart the tips mentioned here regarding storage and choose a systematic approach to keeping your files in order, you can save a lot of time, energy and ultimately money if the tax office should ever ring your doorbell.

If the premises of your company in Vienna and the surrounding area do not allow a professional and above all safe storage (keyword alarm security), we would be pleased to welcome you as a customer in one of our storage compartments which are perfectly suitable for files. Perfectly suitable storage compartments suitable for files!

Your STORE ROOM Team 🤖

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