Receipts are not the only type of document that needs long-term storage.
Contracts, insurance policies, government decisions, warranty cards, or important personal documents are often dealt with only when urgently needed.
And that is exactly when the stress begins – searching and uncertainty about whether the document even still exists.
This guide will show you how to approach document archiving systematically, securely, and with minimal effort. Without unnecessary bureaucracy, without binders, and without chaos.
What counts as important documents
Important documents are those that have legal, financial, or personal value and whose loss can cause complications.
These typically include:
Personal documents
- ID card, passport, birth certificate
- marriage certificate, diplomas, certificates
- government decisions
Contract documents
- rental agreements, purchase contracts
- insurance policies, amendments
- contract terminations
Financial and tax documents
- tax returns, income statements
- accounting documents, statements, invoices
Service and property documents
- insurance claims, service documentation
- warranty cards, technical sheets
Each of these documents has a different value and a different period for which it should be archived. More in our article How to Organize Important Documents.
How long to archive different types of documents
The length of archiving varies by document type and legislative requirements.
General overview:
Tax documents
At least 10 years according to tax regulations.
Accounting documents
Usually 5 to 10 years depending on the type of document.
Contracts
For the entire duration of the contract and at least several years after termination due to potential disputes.
Insurance policies and documents
For the duration of insurance and at least 3–5 years after termination.
Personal documents
Permanently or very long-term. Birth certificates, diplomas, or government decisions should never be discarded.
Tip
If you are unsure about a specific period, it is recommended to keep the document longer rather than risk losing it.
Physical vs digital document archiving
Traditional physical archiving means binders, boxes, and paper folders. It works, but has its limitations.
Disadvantages of physical archiving
- takes up space
- documents can be damaged or lost
- searching is slow
- no backup exists
Advantages of digital archiving
- instant searching
- access from anywhere
- backup capability
- sorting and filtering options
Detailed differences and practical comparison in our article DigiDoklad vs Google Drive, Photos, and Notes.
How to properly digitize documents
Digitization is not just about photographing a document. For the archive to make sense years later, several principles must be followed.
- use quality images or scans
- save documents in readable format
- add names, descriptions, and dates
- separate documents by type and purpose
Key rule
A properly digitized document should be findable within seconds, even if you do not remember its exact name.
How to search quickly is described in our article How to Find a Receipt or Contract Even After Years.
Most common mistakes in document archiving
Many people do save documents, but in a way that does not help them in practice.
Most common mistakes:
- saving without structure
- using ambiguous file names
- lack of backup
- relying on email or chats
- not addressing security
These mistakes lead to the document existing but being unusable when you actually need it. More in our article Why We Lose Receipts and Documents.
Security and GDPR in document archiving
Documents often contain sensitive personal data. Therefore, security is key.
What to watch for:
- where documents are physically stored
- who has access to them
- whether they are encrypted
- whether access auditing exists
Security
We cover data protection in detail in our article Is DigiDoklad GDPR Compliant and How Is Your Data Protected.
How to handle document archiving in 2026
Modern document archiving today is not about folders on a computer. It is moving toward a centralized, secure, and organized solution that not only stores documents but allows you to actively work with them.
A digital archive should:
- enable quick searching
- track important deadlines
- store documents securely
- be accessible from phone and computer
A practical guide to creating an organized system in our article How to Keep Your Documents and Receipts Organized.
Summary
Document archiving is not a one-time activity but a long-term system.
A properly set up archive saves you time, stress, and money while protecting you from unnecessary problems.
If you want to truly have documents under control, it is not enough to just save them. What matters is having an overview, security, and the ability to quickly use them when needed.
Try DigiDoklad for free and always have your documents at hand
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