Invoices, accounting ledgers, inventory lists, and financial statements cannot simply be put away in storage and forgotten about once the accounting period has ended.
Managing the entire lifecycle of records management.
Professional document management and record-keeping.
Delivery via scan-on-demand.
You don't have to use your office as a storage space for accounting documents.
Financial statements, annual reports, accounting documents, accounting ledgers, depreciation schedules, inventory lists, inventory records, and the chart of accounts must be retained for 10 years following the year to which they relate.
This means, for example, that accounting documents relating to the year 2025 are typically retained until the end of 2035.
An accounting entity must ensure that accounting records are protected against loss, theft, destruction, or damage. In addition, during a tax audit, financial audit, or in response to an internal request, you need to be able to quickly identify and provide access to a specific document.
Ten years’ worth of accounting records can amount to tens or even hundreds of ring binders and archive boxes. Office spaces are generally not the most economical or technically optimal place for the long-term storage of records. The space a company pays for as an office does not have to serve as a document storage facility.
The expiration of the retention period does not automatically mean that the documentation can simply be thrown away or destroyed. Records are disposed of in accordance with Act No. 395/2002 Coll. on Archives and Records Management. During the disposal process, their documentary value is also assessed, and the next steps are then determined.
We will pick up your records directly at your company, transport them securely to our records management center, and process them according to the agreed-upon level of recordkeeping.
We assign identification data to individual storage units so that their contents, retention period, and physical location can be determined.
The result is not just a warehouse full of boxes, but an organized and traceable document management system.
Accounting documents are stored in professional filing facilities with controlled access and security measures designed to protect the documents from unauthorized access, loss, or damage.
Based on our records, we will locate the document and, in accordance with the agreed-upon procedure, provide:
physical delivery of the document,
or an electronic copy via our scan-on-demand service.
Both standard and urgent requests are handled in accordance with the SLA agreed upon with the client.
We monitor the retention periods for individual categories of records.
Once these periods have expired, we can prepare and carry out the disposal process in accordance with Act No. 395/2002 Coll. on Archives and Records Management.
We then securely shred the documents designated for destruction and provide the client with the appropriate shredding certificate.
With the company F.M. Servis We have been cooperating with the company for many years. Due to the fact that our company registry is extensive, we appreciate our cooperation mainly because we do not have to take care of its storage, protection, ongoing annual decommissioning ourselves and we fully rely on our long-standing partner. F.M. Servis.
Our company is not one of the large staffing companies and therefore the services are F.M. Servis are invaluable to us as our employees are fully focused on our core business and we are completely relieved of administrative support services.
F.M. Servis will handle the receipt, processing, cataloging, secure storage, retrieval, digitization, and subsequent disposal of your records.
For the main categories of accounting records, the Accounting Act stipulates a retention period of 10 years following the year to which the records relate.
However, special rules may apply to certain types of documentation, so it is necessary to evaluate each specific type of record.
The Accounting Act allows accounting records to be maintained in both paper and electronic form.
However, when converting and storing records electronically, the legal requirements for accounting records—including their verifiability and legibility—must be met.
F.M. Servis also provides professional document digitization services, including indexing and OCR.
Not always.
Accounting documents are also records, and when they are disposed of, the rules of the Act on Archives and Records Management and the relevant records management plan must be followed.
F.M. Servis can handle the entire process, from identifying the documents and determining their retention periods, through the disposal procedure, to secure shredding.
We will locate the document in our records and, depending on the requested delivery method, provide either physical delivery or an electronic copy.
Specific response times are determined in accordance with the client’s contractual SLA.
The price depends primarily on the volume of documentation, the level of processing, the number of storage units, and the scope of services required.
Based on the volume of records, we will prepare a customized quote that excludes any unnecessary services the client does not need.
