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DownloadGuidesPDF · EN20 pages
Practical Guide Archiving
Old receipts buried in boxes? From now on, the retention date sits on the document. This guide shows step by step how PaperOffice keeps the retention period on the document type, locks documents with WORM and keeps the evidence ready for a tax audit.
The file is available in English and German; you download the version in the language of this page. Free, no registration.
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MoreWhat's inside
- A box labeled 2021
- What holds the archive up
- The process at a glance
- A workspace for the archive
- Retention period and legal basis per document type
- Your own document types with a retention period
- Bringing in new records and older stock
- Check the type before you lock
- Locking with a period start
- What a locked document shows
- Proving changes, blocking deletion
- Finding records and handing them to the audit
- What teams ask when they start
- Try it yourself in 45 minutes
- Read more
- Your first year of records in five days
- Checklist and start
Who it is for
Accounting: You file records and need to find them unchanged years later. Management: You are responsible for retention and want to know what may go and when. Tax advisors: You agree on retention periods with the business and support the audit.
Key facts
- 20 pages, with a test package to try it yourself in 45 minutes
- System types such as invoice, bank statement or contract bring retention years, jurisdiction and legal basis. You create your own types with your values.
- From the Business workspace type on, you lock a document with WORM, with the period starting immediately or at the end of the year.
- The file then stays unchanged. Deleting, moving and renaming are blocked until the period ends, and the document shows the end date and days remaining.
- The Revisions tab shows changes with old and new value, user and time. A legal hold blocks deletion with a reason.
- You bring in older stock as a ZIP or from a Storage Mount. For the audit, you filter by document type and export the data together with originals and OCR text.
Questions and answers
Frequently asked questions about this download
Does this meet GoBD requirements?
PaperOffice provides the building blocks: retention period and legal basis per type, WORM lock, change history, legal hold, certificate and export. Whether your process as a whole is sufficient is for your tax advisor to judge, based on your process documentation.
When does the retention period start?
When you lock the document, either immediately to the day or at the end of the year. The years come from the document type. So lock records promptly, for example in the year they are booked.
What does the tax audit receive?
An export of the selected documents, for example filtered by type, as a table or as a Complete bundle with originals and OCR text. Or read access through a user group with the “View + Download” right.
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