Reliable document management allows companies to effectively manage and control their administrative and accounting processes. If not properly managed, this aspect can create significant issues, interfering with the normal workflow and occupying valuable warehouse space.
Article 2220 of the Italian Civil Code, regarding the preservation of accounting records, specifies:
“Records must be kept for ten years from the date of the last entry. Invoices, letters, and telegrams received, and copies of invoices, letters, and telegrams sent must be kept for the same period. The records and documents referred to in this article may be kept as image recordings, provided that the recordings correspond to the documents and can be made readable at any time using means made available by the person using such recordings.”
The preservation of documents is always a delicate activity. It is essential to know which documents to keep and for how long, especially when it comes to accounting documents, which contain a wealth of information about a company’s activities.
The authorities responsible for conducting audits on company accounts, within the limits and terms provided by law, include:
Document preservation means, simply put, creating an archive. The management and preservation of documents vary depending on the type of document support.
Managing a paper archive involves the registration, classification, and archiving of original paper documents. These documents must be kept in designated environments that ensure not only easy retrievability but also complete protection, so they remain intact and undamaged for the legally mandated period.
Archiving digital documents means digital preservation, which involves more than just saving documents in a folder. It requires implementing procedures and technologies that ensure immediate retrievability, authenticity, and the inalterability of the preserved documents. Document management is currently transitioning from paper to digital, often requiring the preservation of both formats.
This phase creates hybrid preservation, a compromise between paper and digital documents.
Our team aims to offer high-performing solutions that allow clients to streamline their document management. Our services include:
Partnering with an expert like PLogistics allows companies to focus on their core business, improving operational efficiency and ensuring effective document management in compliance with current regulations.
Want to learn more?
Send an email to marketing@plogistics.it