Electronic document storage - Tax International

The accounting books must be maintained in a way that ensures control over incoming documents, accuracy of entered data, data storage, data usability, access to transactions and account balances in the general ledger and subsidiary ledgers, as well as insight into the chronology of recorded business transactions.

Electronic storage is specifically regulated by Article 28, paragraphs 10-12, which stipulates that accounting documents must be kept in their original form or through other archiving methods.

Accounting documents may be stored on electronic media if the competent authority has access to the stored data and if the following conditions are met:

Data must be accessible and suitable for further processing.
Data must be preserved in the form in which they were created, sent, and received.
The stored electronic message must allow the identification of the sender, recipient, time, and place of sending and receiving.
Technologies and procedures must be applied to ensure protection against data modification or deletion, or another reliable method guaranteeing the immutability of data or messages, as well as a backup database at another location.

Accounting documents, business books, and financial statements must be stored in the business premises of the legal entity or entrepreneur, or with legal entities or entrepreneurs entrusted with maintaining business books.

If business books are kept on a computer, the legal entity or entrepreneur must also ensure the storage of application software to keep the data accessible for inspection.

Accounting documents created in electronic form may only be stored in electronic form (printing them would constitute creating a paper copy of the original electronic document).

Regarding retention periods:

Documents used for entering data into business books must be kept for 5 years.
The journal and general ledger must be kept for 10 years.

The Accounting Law does not regulate the obligation to store accounting documents on a server located in the country or abroad.

The Accounting Law prescribes specific requirements that the accounting document storage system must meet.

The system must allow access and export of data in a readable format suitable for further processing in other software used by competent state authorities for inspection purposes.

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