{"id":208093,"date":"2024-08-22T16:00:48","date_gmt":"2024-08-22T14:00:48","guid":{"rendered":"https:\/\/easy-software.com\/?p=208093"},"modified":"2025-05-19T09:43:18","modified_gmt":"2025-05-19T07:43:18","slug":"document-storage-the-right-way-when-it-comes-to-safekeeping","status":"publish","type":"post","link":"https:\/\/easy-software.com\/en\/newsroom\/document-storage-the-right-way-when-it-comes-to-safekeeping\/","title":{"rendered":"Document storage &#8211; the right way when it comes to safekeeping"},"content":{"rendered":"<div class=\"gb-container gb-container-bff3e728\">\n<div class=\"gb-container gb-container-21f239a0\">\n<div class=\"gb-grid-wrapper gb-grid-wrapper-21d3b66e\">\n<div class=\"gb-grid-column gb-grid-column-8f04805b\"><div class=\"gb-container gb-container-8f04805b\">\n\n<p>Read more in this guide, which summarizes the most important key points for document storage.<\/p>\n\n\n\n<h2 class=\"gb-headline gb-headline-4c5fcad2 gb-headline-text gb-headline-medium\">why digital document storage is more fun &#8211; facts and rules<\/h2>\n\n\n\n<p>Here&#8217;s a summary of the most <mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">important points<\/mark>:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"#6-to-10-years\">Some policies regulate the invoice retention periods for documents; depending on the type of document, these are between 6 and 10 years<\/a><\/li>\n\n\n\n<li><a href=\"#deletion-deadlines\">The data protection regulations require compliance with certain deletion periods; usually after the original purpose of use has expired<\/a><\/li>\n\n\n\n<li><a href=\"#document-lifecycle-retention\">Document life cycle and document storage<\/a><\/li>\n\n\n\n<li><a href=\"#hot-and-cold-data-and-documents\">Hot and cold data: also relevant for documents and files<\/a><\/li>\n<\/ul>\n\n\n\n<p>Careful planning requires a clear understanding of the type of documents and data. The keyword here is document lifecycle.<\/p>\n\n\n<div class=\"gb-container gb-container-af709960\">\n\n<h2 class=\"gb-headline gb-headline-4953a188 gb-headline-text\">Document life cycle and document storage<\/h2>\n\n<\/div>\n\n\n<p>The document life cycle describes the various phases that a document goes through in the company. The cycle begins<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>with <mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">document creation <\/mark>or capture,<\/li>\n\n\n\n<li>leads through the <mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">access phase<\/mark> (processing) to the<\/li>\n\n\n\n<li><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">document storage<\/mark><\/li>\n\n\n\n<li>to the <mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">deletion<\/mark> of the documents.<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-full is-resized\" id=\"document-lifecycle-retention\"><img decoding=\"async\" width=\"4395\" height=\"3072\" src=\"https:\/\/easy-software.com\/wp-content\/uploads\/document-life-cycle-kr.png\" alt=\"The document life cycle: from capture to storage to destruction of documents.\" class=\"wp-image-208127\" style=\"width:840px;height:auto\" srcset=\"https:\/\/easy-software.com\/wp-content\/uploads\/document-life-cycle-kr.png 4395w, https:\/\/easy-software.com\/wp-content\/uploads\/document-life-cycle-kr-768x537.png 768w, https:\/\/easy-software.com\/wp-content\/uploads\/document-life-cycle-kr-1536x1074.png 1536w, https:\/\/easy-software.com\/wp-content\/uploads\/document-life-cycle-kr-2048x1432.png 2048w, https:\/\/easy-software.com\/wp-content\/uploads\/document-life-cycle-kr-1x1.png 1w\" sizes=\"(max-width: 4395px) 100vw, 4395px\" \/><figcaption class=\"wp-element-caption\"><em>The document life cycle at a glance<\/em><\/figcaption><\/figure>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p>This life cycle concept is important for document management: to organize processes and use information efficiently. The document lifecycle is organized digitally with a <a href=\"https:\/\/easy-software.com\/en\/documentmanagement-system\/\">document management system <\/a>(DMS) and an <a href=\"https:\/\/easy-software.com\/en\/easy-archive\/\">archive<\/a>. For more effective document storage, it is now important to record the types of documents commonly used in your company. Make a sketch and write down the answers to the following questions:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Which documents<\/strong> reach the company or are generated there?<\/li>\n\n\n\n<li><strong>Which document types are available<\/strong>, invoices or HR documents, etc.?<\/li>\n\n\n\n<li><strong>Which departments<\/strong> need which access (read and\/or write) to these documents during this time?<\/li>\n\n\n\n<li><strong>Which retention periods<\/strong> apply to which type of document?<\/li>\n<\/ul>\n\n\n\n<p>You now have an initial idea of how the document life cycle is structured. You know which documents are required by which department and how long they should be stored. This, combined with a second, practical differentiation by document type, gives your company a structured document filing system.<\/p>\n\n\n\n<h3 class=\"gb-headline gb-headline-5daa93c7 gb-headline-text gb-headline-medium\" id=\"hot-and-cold-data-and-documents\">Hot and cold data: also relevant for documents and files<\/h3>\n\n\n\n<p>Since a document only represents one data record in a database, the division into \u201chot\u201d and \u201ccold\u201d data and therefore also documents makes perfect sense. What is meant by this?<\/p>\n\n\n\n<p>If we talk about \u201chot\/cold documents\u201d, we have a second classification for document storage: namely in terms of <strong>access frequency<\/strong>, <strong>availability<\/strong>, <strong>storage duration<\/strong> and <strong>importance<\/strong> of data and documents for processes within an organization.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">Hot data and documents<\/mark><\/li>\n<\/ul>\n\n\n\n<p>A company&#8217;s hot data are <strong>frequently accessed documents<\/strong>. They contain business-critical information that must be <strong>available quickly<\/strong>. These documents are often needed to make quick decisions. Sometimes access must also be possible regardless of location.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">Cold data and documents<\/mark><\/li>\n<\/ul>\n\n\n\n<p>Users rarely access cold documents. Fast access is not necessary. These documents are often stored on inexpensive hard disk drives or in inexpensive <a href=\"https:\/\/easy-software.com\/en\/newsroom\/document-archiving-cloud\/\">cloud storage<\/a>. Examples of such documents include archived content, completed processes or outdated documents that are only stored to comply with legal regulations.<\/p>\n\n\n\n<p>Distinguish between the documents and make a note of which ones fall into which category. This will make it easier for you to choose the type of document storage.<\/p>\n\n\n<div class=\"gb-container gb-container-a479ce71\">\n\n<h3 class=\"gb-headline gb-headline-a3825e22 gb-headline-text gb-headline-small\">easy archive &#8211; the candidate for every situation<\/h3>\n\n\n\n<p>Do you want to retain maximum flexibility when it comes to document storage? Do you want to store and provide documents on-premises, in the managed cloud or cloud-native? With easy archive, you can do this quickly, seamlessly and smoothly.<\/p>\n\n\n<div class=\"gb-container gb-container-abbeaf54\">\n\n<a class=\"gb-button gb-button-12d6ac04 gb-button-large-btn content-cta-banner\" href=\"https:\/\/easy-software.com\/en\/easy-archive\/\"><span class=\"gb-button-text\">discover easy archive<\/span><span class=\"gb-icon\"><svg version=\"1.1\" id=\"Ebene_1\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" xmlns:xlink=\"http:\/\/www.w3.org\/1999\/xlink\" x=\"0px\" y=\"0px\" viewBox=\"0 0 48 48\" style=\"enable-background:new 0 0 48 48;\" xml:space=\"preserve\"><path d=\"m29.95 39.1-3.25-3.2 9.6-9.65h-33V21.7h33l-9.6-9.65 3.25-3.2L45.05 24Z\"><\/path><\/svg><\/span><\/a>\n\n<\/div>\n<\/div>\n\n\n<h2 class=\"gb-headline gb-headline-ff6440dc gb-headline-text gb-headline-medium\">What is important during document storage<\/h2>\n\n\n\n<p>Two regulations play a decisive role: the General Data Protection Regulation (<a href=\"https:\/\/en.wikipedia.org\/wiki\/General_Data_Protection_Regulation\" target=\"_blank\" rel=\"noreferrer noopener nofollow\"><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">GDPR<\/mark><\/a>) and the Principles for the Proper Keeping and Storage of Books, Records and Documents in Electronic Form.<\/p>\n\n\n\n<h3 class=\"gb-headline gb-headline-ec4df682 gb-headline-text gb-headline-medium\" id=\"6-to-10-years\">Retention periods<\/h3>\n\n\n\n<p>In some countries, e.g. Germany, legal regulations require document retention periods of 6 to 10 years. Here are the deadlines for some typical document types:<\/p>\n\n\n\n<p><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">10 years for<\/mark><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>payments on account<\/li>\n\n\n\n<li>Delivery bills (if the delivery bill is also the invoice)<\/li>\n\n\n\n<li>invoices<\/li>\n\n\n\n<li>Accounting vouchers<\/li>\n\n\n\n<li>Outgoing invoices<\/li>\n\n\n\n<li>Depreciation documents<\/li>\n\n\n\n<li>Bank statements<\/li>\n\n\n\n<li>Annual financial statements etc.<\/li>\n<\/ul>\n\n\n\n<p><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">6 years for<\/mark><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Quotations<\/li>\n\n\n\n<li>Import\/export documents and customs documents<\/li>\n\n\n\n<li>Audit reports<\/li>\n\n\n\n<li>Commercial &amp; business letters<\/li>\n\n\n\n<li>And other documents that are important for taxation<\/li>\n<\/ul>\n\n\n\n<p>In Germany, the retention period always starts at the end (31.12.) of the calendar year in which the document was created or delivered.<\/p>\n\n\n\n<h3 class=\"gb-headline gb-headline-a570b97d gb-headline-text gb-headline-medium\" id=\"deletion-deadlines\">Data protection and the GDPR<\/h3>\n\n\n\n<p>The General Data Protection Regulation (GDPR) plays a special role in document storage. Documents containing personal data may only be<strong> <mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">stored for a specific purpose<\/mark><\/strong>. Provided consent has been given for data processing, incoming invoices, for example, may be stored for 10 years. Once this period has expired, the <strong><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">purpose of storage no longer applies<\/mark> <\/strong>and the <strong><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">documents must be deleted<\/mark><\/strong>.<\/p>\n\n\n\n<p>The central need-to-know principle is also important in the context of the GDPR. This means that you only store the data and documents that are absolutely necessary. At the same time, you ensure that the documents are stored confidentially, i.e. can only be read by authorized persons and applications. This requires a roles and rights concept in accordance with the GDPR. Obviously, document storage is a very extensive topic in the context of the General Data Protection Regulation. HR employees and managers in particular should be adequately informed.<\/p>\n\n\n<div class=\"gb-container gb-container-eeebd4a0\">\n\n<p class=\"gb-headline gb-headline-8f81ae9c gb-headline-text gb-headline-small\">From the GDPR to NIS-2: future-proof data protection in an interconnected world<\/p>\n\n\n\n<p class=\"gb-headline gb-headline-6a7a112c gb-headline-text\">Data protection meets cyber security: This white paper demonstrates how companies can meet the requirements of the GDPR and NIS-2 while securing long-term competitive advantages through the use of innovative technologies, such as AI.<\/p>\n\n\n\n<a class=\"gb-button gb-button-0484b435 gb-button-large-btn content-cta-banner\" href=\"https:\/\/microsite.easy-software.com\/en\/de\/whitepaper-gdpr-nis-2\" target=\"_blank\" rel=\"noopener noreferrer\"><span class=\"gb-button-text\">free Whitepaper<\/span><span class=\"gb-icon\"><svg version=\"1.1\" id=\"Ebene_1\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" xmlns:xlink=\"http:\/\/www.w3.org\/1999\/xlink\" x=\"0px\" y=\"0px\" viewBox=\"0 0 48 48\" style=\"enable-background:new 0 0 48 48;\" xml:space=\"preserve\"><path d=\"m29.95 39.1-3.25-3.2 9.6-9.65h-33V21.7h33l-9.6-9.65 3.25-3.2L45.05 24Z\"><\/path><\/svg><\/span><\/a>\n\n<\/div>\n\n\n<h2 class=\"gb-headline gb-headline-ac1e3a59 gb-headline-text gb-headline-medium\">Benefits of digital document storage<\/h2>\n\n\n\n<p>Efficient document storage is not only a legal necessity, but also an opportunity for companies to optimize internal processes. The digital transformation of this area brings order and structure to document management. The mere fact that the life cycle of documents &#8211; from creation to deletion &#8211; is now available in its structure both improves collaboration and speeds up decision-making processes. The distinction between hot and cold data helps to use resources wisely and maximize the availability of information. In short, proper document storage is a key to success in the digital world.<\/p>\n\n<\/div><\/div>\n<\/div>\n<\/div>\n<\/div>","protected":false},"excerpt":{"rendered":"<p>Whether still on paper or already completely digital: document storage is a must for every company. On the one hand, legal regulations require documents to be stored for specific periods of time. On the other hand, the way in which documents are stored digitally has positive effects on collaboration within the company.<\/p>\n","protected":false},"author":64,"featured_media":208095,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":"","_links_to":"","_links_to_target":""},"categories":[1592,437],"tags":[],"download_type":[],"class_list":["post-208093","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-archiving","category-blog","no-featured-image-padding","resize-featured-image"],"acf":[],"_links":{"self":[{"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/posts\/208093","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/users\/64"}],"replies":[{"embeddable":true,"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/comments?post=208093"}],"version-history":[{"count":0,"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/posts\/208093\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/media\/208095"}],"wp:attachment":[{"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/media?parent=208093"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/categories?post=208093"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/tags?post=208093"},{"taxonomy":"download_type","embeddable":true,"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/download_type?post=208093"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}