In any company, regardless of size, records management is crucial for smooth operations and compliance with applicable regulations. A mess of documents can lead to unnecessary stress, delays and legal problems. In this article, we suggest what documents a company must keep, how long they should be kept, and how to effectively organize records to keep things in order.
What documents must companies keep?
Every company is required to keep certain documents related to its operations. Among the most important of these are:
- Accounting and financial documents
- Sales and purchase invoices,
- Cash register reports,
- financial statements.
- Personnel and payroll documents
- Employment contracts,
- payrolls,
- time records.
- Tax documents
- VAT, PIT and CIT declarations,
- proofs of payment of taxes.
- Documents related to company operations
- Commercial contracts,
- Minutes of meetings,
- licenses and permits.
- Documents related to RODO
- Privacy policy,
- consents for processing personal data.
How long should documents be kept in the company?
The length of time documents should be kept depends on their type and the law:
- Accounting and tax documents: a minimum of 5 years from the end of the fiscal year.
- Personnel and payroll documents: 10 years from the end of the employment relationship (for documents created after January 1, 2019).
- Contract-related documents: for the entire term of the contract and for 3 years after its expiration (statute of limitations for claims).
- Documents related to RODO: for the period in which the data is used, and additional time if regulations require it.
How to keep company documents in order?
Organizing company records requires regularity and the right tools. Here are some proven ways to stay organized:
1. create categories of documents
Divide documents into categories, such as accounting, human resources, contracts or correspondence. Each category should have its own dedicated storage place.
2. label documents
Use labels or color codes to easily identify documents and assign them to the appropriate categories.
3 Invest in the right accessories
Equip your office with accessories that make organization easier, such as:
- Binder: ideal for storing documents by category.
- Folders with dividers: for current documents.
- Document bins: for filing older materials.
4 Regularly organize your documentation
Set a schedule for reviewing documents, such as once a quarter, to remove unnecessary materials and update archives.
5. introduce digital documentation
Digitizing documents allows for easy storage and quick access. However, remember to properly secure the data, especially in the context of RODO.
6. provide access to documents only to authorized persons
Document security is a priority, so it’s important to control who has access to it. 
What accessories are worth equipping yourself with?
To manage documents effectively, it’s worth investing in office accessories that will make organization easier. These include:
- Personalized binders – allow you to store documents aesthetically and legibly. With the ability to personalize, you can easily label binders with appropriate categories, such as “Invoices”, “Human Resources”, “Contracts”.
- Document bins – ideal for storing more archival documents.
- Document folders – great for storing current documentation.
- Self-adhesive labels – make labeling and organization easier.
Why should you keep your company documents in order?
There are many benefits to keeping company records in order:
- Efficiency of company operations
- Easy access to documents allows faster decision-making and fulfillment of responsibilities.
- Compliance with legal requirements
- Compliance with regulations on record keeping minimizes the risk of fines and penalties.
- Saving time and money
- Good organization eliminates chaos and reduces the time it takes to find the information you need.
- Data security
- Proper document storage protects the company from losing important information or violating RODO regulations.
- Better company image
- Orderly documentation shows professionalism and attention to detail.
In conclusion, keeping company documents in order is not only a duty, but also the key to efficient and effective company operations. It’s worth investing in the right tools, such as a custom binder, which will facilitate organization and contribute to increased efficiency. Regularly organizing and properly securing documentation not only prevents chaos, but also builds a professional image of the company and ensures compliance with applicable regulations.
