How to organize the orderly retention of business documentation

01

The short answer

An entrepreneur carrying out a commercial activity must keep the daybook and the inventory book, along with any other accounting records required by the nature and size of the business, keeping originals and copies of letters, telegrams and invoices in orderly fashion for each transaction (citation-2, citation-4). Records, invoices and correspondence must be kept for ten years from the date of the last entry, even in digital form if it can be made readable at any time (citation-0, citation-1).

02

Who is involved and which books matter

The obligation to keep books does not apply to small entrepreneurs (citation-2). Limited liability companies must also keep the book of members' decisions, the book of directors' decisions and the book of board of auditors' decisions, kept respectively by the directors and the auditors (citation-3). Shareholder resolutions must be recorded in minutes signed with date, identity of participants and voting results (citation-0).

03

The workflow for organizing retention

Steps

1. Identify the mandatory books: the daybook (day-by-day transactions) and the inventory book (annual valuation of assets and liabilities) (citation-1).
2. Number the daybook and the inventory book sequentially before use; these two books do not require stamping or certification (citation-2).
3. For other books subject to stamping, have this done by the business register office or a notary (citation-2).
4. If choosing digital record-keeping, ensure entries remain accessible at any time and apply a time stamp and digital signature at least once a year (citation-1).
5. Keep originals and copies of letters, telegrams and invoices in orderly fashion for each transaction, for ten years from the last entry (citation-0, citation-2).

04

Hypothetical example

A hypothetical limited liability company begins its financial year by sequentially numbering the daybook and the inventory book before starting entries (citation-2). It chooses digital record-keeping: applying a time stamp and digital signature by year-end and keeping entries accessible at all times (citation-1). The board keeps invoices and correspondence for ten years and has the inventory signed within three months of the deadline for filing the tax return (citation-0).

05

Verification checklist

• Daybook and inventory book numbered sequentially before use (citation-2).
• Stamping carried out for books that require it, via the business register office or a notary (citation-2).
• Digital entries accessible at any time, with annual time stamp and digital signature (citation-1).
• Originals and copies of letters, telegrams and invoices kept in orderly fashion for each transaction (citation-2, citation-4).
• Records and correspondence kept for ten years from the last entry (citation-0).

06

What a management system can help oversee

A company can configure with its software partner a record log that tracks the date, author and sequential numbering of each entry, making it easier to verify legal requirements (citation-2). It is a suggested operational choice to define clear roles for who keeps the daybook, the inventory book and the corporate books, and who applies the annual time stamp and digital signature (citation-1, citation-3). A periodic review process, checking readability and ten-year retention, remains a recommended setup to evaluate together with a professional advisor (citation-0).

07

Frequently asked questions

The following answers clarify points already covered in the article, without introducing new obligations.

08

Next step

Build your internal document checklist and submit it to your advisor to verify applicability to the books and records of your business (citation-0, citation-2).