Regardless of the forms of ownership, type of activity and size, every company must have an archive at its disposal. This is where all the documentation intended for storage is placed. Here are the annual reports, and cash books, and invoices, and information, and reports on wages, inventory records, etc. It is noteworthy that the shelf life of accounting documents depends on their nature. Some papers must be kept in the archive of the organization for 75 years, others only for a year. All these frameworks are provided by law. Let's see what time limits are set for certain important papers.
Legislative base for archiving
The shelf life of accounting documents is governed by a number of acts. So, on October 22, 2004, the next Federal Law was signed, the number of which is 125. The name of this provision is “On Archival File”. Of particular importance for organizations is the seventeenth article. It states that all enterprises are obliged to follow the regulations of the regulations, regulations and other laws, which specify the periods of time during which certain papers must be kept in the archive. There are also earlier decisions defining the shelf life of accounting documents. For example, the Law of the Russian Federation at number 129. Its name is “On Accounting”. It entered into force on November 21, 1996. The first paragraph of the seventeenth article of this resolution states that all enterprises, regardless of any reasons, are obliged to keep primary and other accounting documents, as well as reports and registers for as long as the archival status of the country has been established for them. However, the time limit for most papers should not be less than five years.
Difference in regulations
Tax legislation has its own postulates. One of them is the twenty-third article of the code, or rather, the eighth sub-paragraph of the first paragraph. It shows the storage period of the accounting documentation, as well as other papers, namely:
1. Used for the calculation and subsequent payment of taxes.
2. Confirming income.
3. Indicating the costs incurred.
4. Tax evidences.
For all categories of taxpayers, these periods are four years. You might think that these laws contradict each other. However, it should be remembered that the first decree acts in accounting law, and the second - in tax law. Since the organization should be guided by both the code and the other, the deadline should be chosen, that is, five years.
Other important laws and regulations
The shelf life of accounting documents is also regulated by the following acts:
1. Approved and signed on February 6, 2002 by the leadership of the Rosarkhiv "Basic rules for the work of the archives of the organization."
2. Approved on October 6, 2000 “List of standard management documents formed in the activities of organizations, with an indication of the shelf life”.
3. Signed by the Ministry of Finance of the USSR "Regulation on documents and document flow in accounting" at number 105, which entered into force on July 29, 1983.
Twelve months and five years
The minimum storage period for accounting documents is one year. Such a period is provided only for a specific category of securities, which includes correspondence with the relevant authorities about the reporting time. The shelf life of cash documents is five years. In addition to them, the same period of time should be archived and the following paper media:
1. Balances for the quarter.
2. Reports of the organization for a quarter of the year with explanatory notes attached to them.
3. General Ledger.
4. All minutes of meetings to discuss, as well as approving the balance sheets for the quarter and reports for the same period.
5. Chess magazines.
6. Cash books and vouchers (primary) documents.
7. Vedomosti (current and cumulative) on balance sheet accounts (both analytical and synthetic).
8. All documents are non-system and system accounting (checklists and subless books, journals, card files).
9. Acts of audits of financial and economic activities of the company, as well as all sorts of primary materials to them.
10. Cards, card files and books on transactions with accountable persons.
Annual reporting storage
At least ten years must be stored:
1. Balances, as well as reports of the organization for the year. Explanatory notes must be attached to them.
2. Inventory inventory.
3. Balances transfer and separation nature.
4. Comparative statements.
5. Balances of a liquidation nature. They must be accompanied by explanatory notes and other applications.
6. Books that keep records of buildings and structures.
7. Minutes of meetings at which the balance sheets and reports for the annual period were reviewed or approved.
8. All sorts of materials that contain information on the inventory of buildings, buildings.
9. Minutes of meetings at which the comparison statements of the inventory process were considered.
The longest period
The largest period, seventy-five years, must be kept personal accounts of each employee. If there are no such documents, then they are replaced by statements for which wages are issued. It is known that fixed assets are deducted from the balance after full depreciation after a specified time. According to the law, their passports must be kept exactly the same period.