Retention obligation in Switzerland: Why you should archive your documents correctly

In today's digital world, where a lot of information is just a click away, we often forget how important it is to keep physical documents. Whether you are a private individual or a business owner, archiving your documents correctly can save you a lot of hassle and is even required by law in many cases. In this article, you can find out everything you need to know about the retention obligation in Switzerland and how you can archive your documents in the best possible way.

What is the retention obligation and who is affected?

The retention obligation in Switzerland is a legal requirement that affects both companies and private individuals. It states that certain documents must be kept for a specified period of time. A retention period of 10 years applies to most business documents. This may seem like a long time, but there are good reasons for this.

Why is the retention obligation important?

1. Legal security: In the event of disputes or audits, you can refer to your archived documents.
2. Tax reasons: You must be able to provide certain documents for tax audits.
3. Business continuity: Old documents can provide valuable information for future decisions.
4. Protection of personal data: It is also important for private individuals to store certain documents securely.

Which documents should you keep?

For companies:

• Account books
• Booking documents
• Annual financial statements
• Audit reports
• Business correspondence

For private individuals:

• Tax returns and tax assessments
• Pay slips
• Insurance policies
• Important contracts
• Medical documents

How long do you have to keep documents?

The statutory retention period is generally 10 years. However, there are exceptions:

• Personal data: as long as necessary, but no longer than necessary
• Medical documents: 10-20 years depending on the canton
• Insurance policies: Up to 5 years after the end of the contract

Digital vs. physical archiving: which is better?

Many companies and private individuals are faced with the question of whether they should archive their documents digitally or physically. Both methods have their advantages and disadvantages:

Digital archiving:

• Space efficient
• Easily searchable
• Quick access
• Dependence on technology
• Data protection concerns

Physical archiving:

• Independent of technology
• Original documents available
• Often legally more secure
• Space consuming
• More difficult to search

The best solution is often a combination of both methods. This gives you the advantages of both worlds and minimizes the risks.

Tips for effective archiving

1. Create a system: organize your documents by category and year.
2. Regular review: Go through your documents once a year and dispose of what is no longer needed.
3. Secure storage: Protect important documents from fire, water and unauthorized access.
4. Digitize important documents: Scan important documents as a backup.
5. Know the deadlines: Find out about the applicable retention periods for your specific documents.

Where can you store your documents safely?

If you don't have enough space at home or in your office for an archive, there are alternatives. External storage units, such as those offered by placeB, are an excellent option for the secure storage of your documents.

Advantages of an external storage room for your archive:

1. Space-saving: Free your home or office from mountains of paper.
2. Security: Professional storage units often offer better protection against theft, fire and water damage.
3. Flexibility: only rent as much space as you really need.
4. Accessibility: You can access your documents at any time.
5. Professional environment: Optimal conditions for long-term paper storage.

At placeB you will find storage units in various sizes, perfectly tailored to your needs. From small 1 cubic meter rooms that fit about 6 moving boxes (ideal for storing 5 years of paper documents) to larger rooms for extensive company archives.

Active or inactive archive? Choose the right solution for your document storage

When deciding on a storage space, whether for private or business purposes, a key question is: How often do you need access to your documents? The answer determines whether you need an active or inactive archive.

Active archive: Flexibility for frequent access

An active archive is particularly suitable for businesses that regularly have to sort or search for documents.Here are a few tips:

• Plan more space to accommodate a small work table if necessary.n.
• Organize your documents in easily accessible shelves or cabinets.
• Although storage rooms often don't have their own light, use the light from the aisles
• Consider battery-operated lamps for better visibility, as storage rooms usually have no electricity.

Inactive archive: Efficient long-term storage

An inactive archive is ideal for documents that are rarely needed:

• Use space-saving storage methods such as stackable boxes.
• Create a detailed directory to find documents quickly.
• Focus on long-term protection against moisture and pests.

Regardless of your choice, well thought-out organization is the key to an efficient archive. With the right strategy, you can save time and effort in document management.

The importance of linear meters in archiving

When you are dealing with the archiving of documents, you will often come across the term “linear meters”. Archives are measured in linear meters, which may seem complicated at first glance, but is actually very practical. One linear meter corresponds to one meter of shelf length, regardless of the height or depth of the shelf. This method of measurement has become popular because it makes it quick and easy to estimate the space required. Whether you are planning your home archive or renting an external storage space, understanding linear meters will help you to accurately calculate the space required and choose the right size for your archive.

Maximum efficiency: calculate space requirements and shelf types for your archive

Calculating running meters: How to determine the exact space required

Calculating the required linear meters is the first step towards optimal archive planning. Here is a simple method:

1. Count your documents: Group them by size (A4, A3, etc.).
2. Measure the stack thickness: Take a representative stack and measure its height.
3. Calculate the total requirement: Multiply the number of stacks by the measured height.
4. Add extra space: Calculate 20% extra for growth and easy handling.

Example: 10 stacks of 30 cm each = 3 meters + 20% = 3.6 linear meters

Clever use of space: tips for a space-saving archive

1. Vertical use: Use the full room height with high shelves.
2. Mobile shelving: Sliding shelving systems eliminate unnecessary aisles
3. Suspension files: Ideal for frequently used documents, save space compared to folders.
4. Digitization: Scan documents that do not need to be physically stored.
5. Sort out regularly: Remove expired or unnecessary documents.

Archive shelving in comparison: find the perfect system

Stationary shelving:

• Advantages: Inexpensive, easy to install
• Disadvantages: Require fixed gears, less space-saving

Mobile shelving:

• Advantages: Maximum space utilization
• Disadvantages: Higher initial investment, require stable floor

Pallet racking systems:

• Advantages: Ideal for heavy or bulky archive boxes
• Disadvantages: Less flexible in terms of space layout

High bay racking:

• Advantages: Maximum vertical utilization, can be automated
• Disadvantages: High cost, require specialized handling equipment

Choose the system that best suits your budget, space requirements and the nature of your documents. With the right planning and the right shelving system, your archive will be tidy, efficient and space-saving.

How do you assess the value of your archived documents?

An often overlooked but important question when archiving documents is: How much are these documents actually worth? This question is not only relevant for insurance purposes, but also for your own assessment of the importance of your archive.

The commodity value of documents: More than just paper.

If you store your documents in an external storage unit such as placeB, you will be asked for the value of your stored goods. Determining the value of furniture or electronics is relatively easy, but how do you assess the value of papers and documents?

For private individuals:

1. Replacement costs: Think about how much it would cost to replace lost documents.
2. Time required: Calculate the amount of time you would need to reconstruct important documents.
3. Emotional value: Family photos or personal letters have a non-monetary, but nevertheless high value.
4. Financial implications: Tax documents or insurance policies can have significant financial consequences.

For companies:

1. Business-critical information: What value do trade secrets or patent documents have to your business?
2. Compliance risks: What would it cost to not be able to produce important documents during an audit?
3. Historical value: Old business documents can be invaluable for the company's history
4. Recovery costs: Calculate the cost of reconstructing important business data.

Case study: The Muster family and their archive at placeB

The Muster family has decided to store their private family archive at placeB. They have rented a 2 cubic meter room in which they store the following documents:

• 5 years of tax documents
• Family documents (birth, marriage and death certificates)
• Old family photos and letters
• Insurance policies
• Medical documents

How does the Muster family proceed with the valuation?

1. They estimate the replacement costs for official documents (approx. CHF 500).
2. They calculate the time required to reconstruct the tax documents (approx. 50 hours at CHF 50 each = CHF 2,500).
3. They take into account the emotional value of the family photos and letters (difficult to quantify, but they put it at CHF 5,000).
4. They add the potential financial loss that could occur if important insurance documents were lost (estimated at CHF 10,000).

In total, they arrive at a value of around CHF 18,000 for their archive.

Insurance cover for your archive: safety first

Whether you store at placeB or elsewhere, the question of insurance is crucial. placeB offers insurance against fire, water and theft, but what if you are already insured elsewhere?

Check your existing insurance policies before you take out additional insurance:

1. Household contents insurance: Many policies also cover items that are stored outside the home. Check the conditions and upper limits.
2. Business insurance: For companies, public liability insurance or special document insurance may apply.
3. Special insurance: Some policies offer special protection for valuable documents or collectibles.

Conclusion: Efficient archiving

The correct archiving of your documents, whether private or business, is more than just a legal obligation. It's an investment in your future and your security. With the right strategy - a combination of secure physical storage, like placeB offers, appropriate insurance protection and complementary digitization - you can create a robust system that protects your valuable information.

Do you need help setting up your document archive?