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Electronic archive
of accounting documents

Fast search for primary documents and compliance with statutory retention periods
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Why should an organization store its accounting document archive electronically?

Without an electronic archive of accounting documents, an organization faces slow search for necessary papers, the risk of document loss and duplication, errors when preparing reports, and difficulties during inspections and requests from regulatory authorities

  • Documents get lost

    Paper archives create chaos and the risk of losing critical documentation during inspections

  • Cross-checks

    The difficulty of finding documents freezes work during tax inspections and cross-requests

  • Retention periods

    Violating retention periods for primary documents can lead to fines and claims from the Federal Tax Service

  • Access control

    The lack of access rights differentiation creates vulnerabilities and violates the requirements of Federal Decree-Law No. 45 of 2021 Concerning the Protection of Personal Data

Capabilities of the electronic archive for accounting documentation

Digitization of data entry from primary paper documents and transfer from the platform into the company’s corporate systems. Linking with records in accounting systems. Use of AI to quickly find the required documents in response to requests from inspection authorities

  • OCR Recognition of Source Documents

    Digitisation of primary accounting documents for transfer to long-term archive storage

  • Intelligent Search

    Find any document by meaning, not just by matching keywords in its title or description

  • Archive Export for Tax Authorities

    Prepare a complete set of documents for a regulatory audit in one click

  • Integration with Document Management Systems

    Receive, process, store and retrieve documents within the electronic archive

  • Legal Validity

    Ensure the legal validity of documents through the use of electronic signatures

  • Security

    Restrict access to data in accordance with company policies and regulations

Archiving accounting documents

Documents are scanned, recognised and then uploaded to the electronic archive. The system automatically populates the document record with the relevant details, attaches scanned copies and links the document to the corresponding data in the accounting system
Document Preparation
Collect the primary accounting documents and check that they are complete and correctly prepared, including dates, numbers, amounts, details and signatures
File Organisation and Preparation
Sort the documents and prepare electronic versions: scan them, check their readability and verify that the file names are correct
Upload to the Archive
Place the documents in the appropriate archive section and complete the required document record fields, including document type, date, number, counterparty, amount and other attributes
Review and Completion
Make sure the file is attached correctly and opens without errors. Then save the record and, where necessary, send the document for further review or approval

Security and legal validity

Compliance with stringent security standards and ensuring the legal validity of documents are critical requirements when transitioning to an electronic archive. Implementing a system that meets these requirements not only minimises legal risks but also turns the archive into a fully fledged tool for protecting your business interests

  • Storage in Compliance with Federal Decree-Law No. 45 of 2021 Concerning the Protection of Personal Data

    Ensures full legal compliance and secure handling of personal data within your organisation

  • On-Premises Servers

    The on-premises deployment model ensures that your corporate data and documents never leave the organisation’s security perimeter.

  • Employee Access Control

    A multi-level security model ensures that each employee can access only the information required to perform their job responsibilities.

Our clients’ experience with electronic archives for accounting documents

Transitioning to digital document storage is not simply about going paperless—it is a strategic step towards optimising business processes. Implementing an electronic archive reduces the time required to find invoices and supporting documents from several hours to just a few seconds, ensures data integrity and simplifies communication with tax authorities. The project described below clearly demonstrates how automation can transform accounting operations
Frequently asked questions
Answers to frequently asked questions about implementing electronic archives for accounting documents
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