File storage made easy
One of the most unpleasant tasks that companies have to deal with is undoubtedly the bureaucratic effort required by government authorities. Of course, this also includes the storage of files. In addition to the legal regulations that must be observed in Austria, we also want to give you practical tips and tricks for file storage in this article.
Office archive: legal provisions in Austria
The legal provisions for the retention of company records in Austria are set out in the Federal Fiscal Code (BAO), in particular in Section 132. According to the current regulations, there is a retention obligation for books, records, vouchers and business documents for seven years. This means that documents from the 2024 financial year must be stored securely until December 31, 2031 in order to make them accessible for audits if required. How can this be optimally implemented for your own file storage?
The right storage space for file archiving
Files such as business documents or books are – who would have thought it – made of paper. To ensure that paper remains largely in its original condition even after several years of storage, the storage facility must meet certain requirements.
- Humidity: When storing files, it is essential to ensure the right room climate, with a humidity level of around 40-50% being ideal. If this exceeds a certain level, around 60%, the paper becomes damp and threatens to turn yellow. In addition, mold can form, which is probably an even greater disaster.
- Temperature: If this is too high or too low, or is subject to wide fluctuations, paper can also suffer considerable damage. A constant 16-18 degrees is ideal if the condition of files is to be maintained over several years.
- Security: As 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-protected premises are highly recommended. It is also extremely important that the files are securely locked and systematically organized during storage.
Archive boxes make commercial storage easier
File documents are best kept if they are stored in protective boxes. So-called archive boxes are available for this purpose. These boxes, which are of course available in various sizes, primarily offer protection for documents, but also make archiving easier. These extremely sturdy boxes offer plenty of space on the outer wall for labeling, which enables files to be stored in a systematic manner. This brings us to the next point.
Document storage with a system
The legal regulations on the retention of certain company documents and file storage not only serve to comply with legal requirements, but also have a deeper meaning. Particularly in the case of tax audits, it may be necessary to refer back to documents dating back several years. In such situations, it can be very tedious to find the right document amidst randomly arranged boxes.
If you want to save yourself the trouble of searching for a needle in a haystack, it’s best to set up a document storage system right from the start:
- Planning: think about what type of typing best suits your needs. Organizing by different company departments such as purchasing, sales or human resources is a popular option, but it is also possible to subdivide documents into different types such as books, receipts, etc.
- Labeling: In order to enable order in the first place, the archive boxes must of course be labeled. On the one hand, the age of the files and, of course, the document type must be visible.
- Storing documents: When storing your archive boxes, always organize them chronologically and primarily according to age. It is important to ensure access to old files by leaving aisles between the stacks of boxes.
- Disposal: Once a year, all expired files, i.e. documents that have been stored for seven years, should be disposed of. This saves space and makes it easier to keep track of everything.
- Excel spreadsheet: Another option is to number the archive boxes. All file documents can then be recorded in an Excel spreadsheet, 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.
As you can see from the previous paragraphs, storing files is a task for companies that is really no fun, but is unavoidable from a legal perspective.
However, follow the storage tips mentioned here and take a systematic approach to organizing your files. This can save you a lot of time, energy and ultimately money if the tax office should ever ring your doorbell.
Storage your files at STORE ROOM
If your business premises in Vienna and the surrounding area do not offer the possibility to store your files professionally and securely – including alarm protection – we look forward to welcoming you soon as a customer in one of our storage rooms ideally suited for files! STORE ROOM not only offers secure storage, but also the certainty that your documents are accessible and protected at all times.