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 made of paper. To ensure they remain in good condition over time, the storage facility must meet specific requirements.
Humidity: The ideal humidity level for storing files is around 40-50%. If the humidity exceeds 60%, the paper can become damp, turn yellow, and potentially develop mold, which can cause significant damage.
Temperature: Temperature should be kept steady between 16-18 degrees Celsius. Extreme temperature fluctuations or very high or low temperatures can also harm the paper, leading to deterioration.
Security: Since files may contain confidential company documents, security is crucial. Access should be strictly controlled, with lockable, preferably alarm-protected storage recommended. Additionally, files should be securely locked and organized systematically during storage to maintain order and security.
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 for retaining certain company documents and storing files not only ensure compliance with legal requirements but also serve a deeper purpose. In situations like tax audits, referring to documents from several years ago may be necessary. In these cases, searching through randomly arranged boxes can be extremely tedious.
To avoid the hassle of searching for a needle in a haystack, it’s best to establish a document storage system right from the start:
- Planning: Consider the best organizational method for your needs. Organizing documents by company departments like purchasing, sales, or human resources is a popular option, but you can also categorize them by document types, such as books, receipts, etc.
- Labeling: Proper labeling is essential to maintain order. Make sure the boxes are clearly marked with the age of the files and the document type.
- Storing Documents: When arranging your archive boxes, organize them chronologically, primarily by age. Leave aisles between stacks to ensure easy access to older files.
- Disposal: Once a year, dispose of expired files, typically those stored for seven years. This saves space and helps keep your records manageable.
- Excel Spreadsheet: Another helpful option is to number your archive boxes. Record all files in an Excel spreadsheet, noting the box number. This allows you to quickly find the storage location for any document.
As you can see, file storage may not be the most enjoyable task for companies, but it is necessary from a legal standpoint. By following these tips and taking a systematic approach to organizing your files, you can save time, energy, and money—especially if the tax office ever comes calling.
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.