Archiving documents

Archiving documents is not just a good practice, but an obligation that applies to all organisations

Regardless of the size of the company or area of operation, every company must keep its documents in accordance with legislative requirements and ensure their long-term protection. Proper archiving of documents helps to maintain order, protect important information and meet legal obligations.

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Why is archiving documents important?

Long-term archiving of documents brings several key benefits:

Compliance with legislation

The retention of documents such as accounting records, personnel files or contracts is necessary to comply with legal obligations.

Protection against loss

Archiving ensures that documents remain accessible even in the event of unexpected events such as fires, floods or technical problems.

Easy access to information

Systematic storage allows quick retrieval of documents as needed.

Archiving documents

How long do documents need to be archived?

An effective tool for companies to answer this question is a filing plan, which defines storage periods for different types of documents.

This plan will help ensure that you don’t keep documents longer than necessary, but at the same time, that you don’t destroy important records prematurely.

It is also useful to work with document processing and management experts who can help you with archiving and shredding in accordance with current legislation.

Examples of documents and their storage periods

Projects and plans

Documents relating to strategic projects or plans may be kept for 10 to 15 years depending on their importance to the company, some may never be shredded.

Payroll

Retain for a minimum of 50 years from the date of creation of the document, as they are important for employees’ pension entitlements.

Employment contracts and personnel records

Employment contracts and documents relating to the employment relationship must be kept for 70 years from the date of the employee’s birth.

Accounting documents

Retain for a minimum of 10 years, which is the period required by law for tax audit purposes (e.g. invoices).
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How to archive documents properly?

Each organisation must ensure appropriate archiving conditions:
  • Suitable areas: Documents should be stored in temperature and humidity controlled areas to prevent damage. The premises should also be secured against unauthorised access.
  • Recording of documents: each document must be accurately recorded and labelled to ensure its easy accessibility and identification.
  • Regular maintenance and inspection: The archive space and the documents themselves should be regularly inspected to ensure that they are intact and legible.

Our document archiving services

At F.M. Servis, we offer comprehensive solutions for long-term document storage:

Safe and modern premises

Our archives are equipped with humidity, temperature and security control systems.

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Compliance with legislation

Our processes and facilities are designed to meet all legal standards.

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Accurate record keeping

All documents are filed in a digital system that allows quick and easy retrieval.

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Access on request

We provide the option of delivering physical or digital copies to suit your needs.

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When to consider outsourcing archiving?

Outsourcing archiving is suitable when:

  • Large volume of documents: with large volumes of records, external archiving is often more efficient and cost-effective.
  • Lack of capacity: smaller companies often do not have their own premises or staff to manage archives.
  • You need professional solutions: external companies offer specialized technology and experience for efficient archiving.
  • Legislative requirements: When working with sensitive or long-term stored documents, it is important to ensure compliance with applicable laws.

At F.M. Servis, we provide professional, customized document archiving services. Our solutions include secure storage, electronic filing and the ability to quickly access your records. Contact us and make your archive management easier with the help of experts!

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Archiving boxes

We offer our own boxes for archiving documents – loose or stored in bins/folders. Archiving boxes are adapted for archiving and transporting filing records. They are made from hard craft board and can be sealed if required.

Shredding container FM 04

Aluminium – lockable
Material: aluminium
Size: 450x550x990 mm
Volume: 240 dm³

Cardboard shredding box FM 04

Cardboard – security option
Material: Cardboard
Size: 450x450x810 mm
Volume: 160 dm³

Archiving box FM 06

The box is suitable for storing A4 documents or 4 original folders/binder of standard 8 cm thickness. The box can be sealed.
Material: hardened cardboard craft
Size: 350x310x250 mm
Volume: 28 dm³
Carrying capacity: 12 kg

Archiving box FM 03

The box is designed to efficiently store A4 or A5 documents or files (filing system). The box can be sealed.
Material: hardened cardboard craft
Size: 350x240x190 mm
Volume: 17 dm³
Carrying capacity: 7 kg

Archiving box FM 02

The box is designed as an alternative to storing documents in folders, i.e. it is used to store the contents of 1 folder. The box can be sealed.
Material: hardened cardboard craft
Size: 320x240x80 mm
Volume: 8 dm³
Carrying capacity: 2.5 kg

Archiving box FM 01

The box is suitable for storing documents in original folders or files. It is used for storing 5 folders/binder of standard thickness 8 cm. The box can be sealed.
Material: hardened cardboard craft
Size: 310x450x330 mm
Volume: 8 dm³
Carrying capacity: 2.5 kg

Contact us

Find out how we can help you secure your documents for years to come. F.M. Servis is your partner for secure and efficient archiving.

Kontaktný formulár

Odoslaním formuláru súhlasíte so spracovaním osobných údajov. Spoločnosť F.M. Servis spracováva vaše osobné údaje iba za účelom vášho kontaktovania. Vaše údaje nebudú ďalej poskytnuté žiadnym tretím osobám.

4 centres in Slovakia and the Czech Republic

95 km² capacity of storage centres

More than 120 satisfied clients

Over 20 years of experience

Certificates and directives

  • Fire project in accordance with the legislation in force in the Slovak Republic
  • Security documentation within the scope of the General Data Protection Regulation No. 2016/679 (GDPR)
  • Business Continuity Plan prepared according to British Standard BS 25999
  • Directive of the integrated quality management system in compliance with ISO 9001:2015
  • Information security guideline in compliance with ISO 27001:2022
  • Dun & Bradstreed Certificate - AAA Top Trust Rating
Certifikát Správa registratúry - FM Servis ISO certifikát 2022_2025 FM servis

Certificate Registry Management – F.M. Servis ISO certificate

Certificate – industrial safety certificate – F.M. Servis

Securing the centres F.M. Servis

Stationary powder extinguishers and hydrants

Security of premises against theft by barring

Our registration centres have an alarm system for reporting EZS (PSN) intrusions

Once every 24 hours and 365 days a year, the functionality of the EZS (PSN) processes is tested

Monthly, quarterly and annually, an operational check of the EPS functionality is carried out by a certified external company

Functional testing of EPS processes is carried out once every 24 hours and 365 days a year

Electrical fire protection system EPS

Controlled entry of staff to F premises. M. Service via smart card system

24-hour interior and exterior monitoring of premises and surroundings by digital CCTV system with connection to the SBS central security console

24-hour EPS connection to the SBS central protection console

The management of our company announces a policy of integrated system

Frequently asked questions - archiving

Secure warehouses with controlled access, CCTV, EPS/EZS, regulated storage conditions and insurance
cover. Records and location are maintained in a database.

We have set the standard in our contract to next working day (SLA). Urgent requests
are handled within 4 hours during business hours. We also offer scan-on-demand – we will email the scan to
or via secure storage.

Yes-we provide online review/client access or a shared database searchable by
filename, subject group or location.