Paper for Archiving and Long-Term Filing

For many printouts, standard copy paper is sufficient. However, for contracts, files, notices, personnel documents, or documents to be stored long-term, companies should select paper more consciously.

What matters for archival paper?

• good legibility over a long period
• clean print image
• suitable paper quality
• appropriate combination with folders, registers, and archive boxes
• clear distinction between draft and archive document

Not every document needs to be archived

Companies should distinguish which printouts are relevant long-term and which are only used internally or short-term. This allows for a more conscious use of paper.

Connection to document shredding

What no longer needs to be stored and contains personal data should be securely destroyed. You can find more information on our page Document Shredding and Shredders.

Frequently Asked Questions

Does archival paper need a higher grammage?

Not necessarily; legibility and print quality over time are more important than a specific paper thickness.

Who decides what needs to be archived?

Ideally, a fixed internal regulation that clearly defines which types of documents must be stored long-term.

What happens to archive documents that are no longer needed?

If they contain personal data, they should be securely disposed of using a shredder instead of in the normal waste bin.

Further Wiepa Guides

Order and Filing in the Office: Folders, Registers, Binders, and Archive Boxes
Data Protection in Office Supplies: Document Shredding, Paper Waste, and Confidential Documents

Conclusion

Paper for archiving should be chosen to match the document type, print image, and filing system. Wiepa supports with paper, archiving, and office supplies.