Swiss Legal Archiving

Home Swiss Legal Archiving

The solution of Best Computing
for digital preservation in accordance with OLC 221.431

Save

Automate

Solution Overview:

What does the ordinance on the maintenance and preservation of accounting books provide?

Swiss companies are required by law to retain accounting documents for ten years: once only in the unalterable format available at the time, paper, but now also in electronic form (e.g., PDF) provided that technical procedures are applied that guarantee the integrity of the recorded information (e.g., digital signatures and timestamps). A specific ordinance of the Swiss Confederation defines the structure and characteristics of these documents:

Ordinance on the Maintenance and Conservation of Commercial Books (Olc in Italian)
Ordonnance concernant la tenue et la conservation des livres de comptes (Olico in French)
Verordnung über die Führung und Aufbewahrung der Geschäftsbücher (Geschäftsbücherverordnung; GeBüV in German)

Swiss Legal Archiving combines all the regulations included in these ordinances and thus provides companies with the necessary and proven software. The benefits for companies and their users are obvious, even for external visitors, e.g., in the event of inspections.

Benefits for your company

Full compliance to Swiss laws on document retention
Cost reduction of management and physical spaces occupied by paper
Automation of the conservation process, with zero manual intervention
Maximum security and traceability of operations
Transparent integration with the systems already in use

The process takes place in periodic batch mode (daily, weekly, monthly) to ensure continuity and reliability.

Do you have any questions?
Here are the answers

What happens to accounting documents once they are legally archived?

Once the accounting documents have been legally archived, Swiss Legal Archiving takes care of their preservation for the legally established period. Documents can be stored in digital format or in paper format, depending on the client’s preferences.

Which accounting documents must be legally archived?

The law requires that all accounting documents relating to the company’s business be legally archived, such as issued and received invoices, accounting records, ledgers, and financial statements. These documents must be retained for a legally established period.

How to choose a certified legal archiving service?

When choosing a certified legal archiving service, it’s important to do thorough research and evaluate various options. It’s also important to verify that the provider is accredited and certified for accounting document retention. IBM has always guaranteed maximum performance and reliability for its software.

What are the risks associated with failing to properly archive accounting documents?

Failure to properly archive accounting documents can pose several risks to a company. First, the company could be fined for failing to comply with accounting document retention regulations. Second, failure to archive documents could make it difficult to manage and access data when needed, such as during a tax inspection or legal dispute. Finally, failure to archive documents could result in the loss or destruction of important company information.