Filing and preservation are not the same
An archive helps you find documents in day-to-day work. Digital preservation instead meets regulatory requirements and must include the electronic document in the correct format, along with the information needed to demonstrate its lifecycle.
What to keep together
Good document management links the invoice, any attachments, notifications and outcomes. This means a review doesn’t require reconstructing the process from separate emails and folders.
- Original invoice file
- SDI receipts and status updates
- Relevant attachments
- Customer or supplier details
- Payment references
Check with your advisor
Retention periods, responsibilities and special cases can depend on the document type and business activity. Coordinate the workflow with your accountant or tax advisor.