Archiving documents | Depona Visual Archive
Depona Visual Archive
Archiving documents2026-06-18T13:55:44+02:00

Archiving documents

Depona can assist you in archiving your documents in a qualitative and cost-effective manner in accordance with legal requirements.

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    Qualitative and cost-effective archiving

    A business generates many different types of documents. These can be analog, printed on paper, or digitally stored data files. The information in the document is subject to laws and regulations that determine if, how long, and how the document must be archived at least.

    It can be difficult to determine how long different documents must be archived. Furthermore, self-archiving them correctly can be both time-consuming and costly.

    Depona specializes in physical and digital document archiving. We can assist you in archiving your documents in a qualitative and cost-effective manner, in line with the requirements of legislation.

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    Physical archives in seven locations

    We offer physical archives in seven locations throughout Sweden. There’s always a Depona archive nearby where your accounting is securely stored. Additionally, you’re contributing to the environment as all electricity for our archives comes from hydro or wind power. Thanks to our unique web-based and user-friendly archive system, Visual Archive®, you have full control, overview, and access to your archives. An order for archive material is typically processed within a few hours.

    Common questions about document archiving

    What does document archiving mean?2026-06-18T15:47:55+02:00

    Document archiving means storing important records in a structured, secure, and searchable manner for as long as an organization needs them or is legally required to retain them. This can include both physical paper documents and digital information.

    At Depona, documents can be stored in secure archive facilities while the organization maintains full visibility and access to its archive through Visual Archive.

    How long do companies need to retain their documents?2026-06-18T15:37:21+02:00

    The required retention period depends on the type of document and the applicable legal or internal requirements. As a general rule, accounting records must be retained for at least seven years after the end of the calendar year in which the financial year was closed.

    Other documents, such as contracts, personnel records, or business-critical records, may be subject to different retention periods and should be assessed based on their content, purpose, and the regulations that apply to them.

    When is it better to use external archiving instead of storing documents yourself?2026-06-18T15:39:08+02:00

    External archiving is a suitable solution when records need to be retained long-term, remain easily accessible, and be stored securely without occupying valuable office space. It is particularly beneficial for organizations that manage large volumes of documents, handle sensitive information, or are uncertain about retention requirements.

    Depona provides support with archive organization, secure off-site storage, and physical archiving, helping organizations maintain control of their records while reducing the burden of managing archive facilities internally.

    Can you access documents stored in a physical archive?2026-06-18T15:41:58+02:00

    Yes, archived documents should remain accessible whenever an organization needs them. At Depona, archives are managed through the web-based Visual Archive system, which provides customers with a clear overview of their archive holdings and allows them to request archived materials as needed.

    According to Depona, archive material requests are typically processed and fulfilled within just a few hours.

    Can physical archiving be combined with digital archiving?2026-06-18T15:44:34+02:00

    Yes, physical archiving can be combined with digital archiving. Paper records can be securely stored in an archive facility, while selected documents can be digitized to enable digital access.

    This approach is well suited to organizations that want to preserve original records in a secure environment while making information easier to find, share, and use in day-to-day operations.

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