Wie lange müssen Dokumente aufbewahrt werden? Aufbewahrungsfristen für Unternehmen

How long do documents need to be kept? Retention periods for businesses

by Anna Ullmann on Jan 08, 2026

Archiving and Office Organization

How long do documents need to be kept? Retention periods for companies

Companies must retain many business documents for several years. After the retention period has expired, confidential documents should be securely destroyed.

Invoices, accounting vouchers, contracts, business letters, and tax documents do not belong indiscriminately in the paper waste. Those who properly organize retention, archiving, and document destruction save space and reduce data protection risks.

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Short Answer

Many tax-relevant business documents in Germany must be retained for six or ten years. After the retention period has expired, confidential documents should not be openly disposed of, but rather destroyed with an appropriate security level.

Why retention periods are important

Retention periods ensure that companies have important documents available for audits, inquiries, or proofs. At the same time, files should not be stored indefinitely if there is no longer a duty or a legitimate reason.

  • Documents remain discoverable for audits
  • Archive spaces are used more predictably
  • old documents can be systematically destroyed after the retention period expires
  • Data protection risks from unnecessary old files are reduced
  • Demand for archive boxes, folders, and shredders becomes plannable

Overview of typical retention periods

Document Typical Period Note
Booking vouchers mostly 10 years tax-relevant receipts
Invoices mostly 10 years incoming and outgoing invoices
Commercial books and annual financial statements mostly 10 years central business documents
Business letters mostly 6 years received and sent commercial letters
Contracts depending on type and duration check individually

After the retention period: secure destruction

If documents no longer need to be kept, they should be systematically sorted out and confidential documents securely destroyed. Especially for personal data, client data, patient data, or internal business information, normal paper waste is not a good solution.

Relevant deep dive: GDPR and Paper Waste

Practical organization of archiving

  • Sort documents by year and document type
  • Clearly label archive boxes and folders
  • Note expiration date on box or filing system
  • Plan a regular archive check
  • Collectively and securely dispose of destructible documents
  • Define shredder or data protection process

Frequently Asked Questions

How long do invoices need to be kept?

Invoices must often be kept for ten years. Companies should check specific deadlines with tax advisors or relevant authorities.

What happens after the retention period expires?

After the period expires, documents should be reviewed, sorted out, and confidential documents securely destroyed.

Can old files go into paper waste?

Confidential or personal documents should not end up openly in paper waste. Secure document destruction is usually more sensible.

Sources and Guidance

For specific retention periods, tax questions, and data protection regulations, companies should consult their tax advisors, official information from the tax authorities, and internal data protection guidelines. This article serves as practical guidance for office organization and procurement.

Further relevant articles: Buying a Shredder, Organizing Document Destruction in the Office, Data Protection: Bin or Shredder, Security Levels according to GDPR and GDPR and Paper Waste

Relevant pages: Office Supplies, Office Supply, E-Procurement and Archiving Supplies in the Shop

Better organize archiving and document destruction?

Wiepa supports companies in Wiesbaden and Rhein-Main with archiving needs, office supplies, shredders, and structured office organization.

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