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Messenger Retention of documents after inspection
The State Archival Service expressed its position on the preservation of documents in light of the adoption of the new List of typical documents indicating their retention periods.
Primary accounting documents, if they have been processed, must be submitted to the archive during the current month and/or financial year. This responsibility lies with the chief accountant. Documents are now transferred to the archive not only on paper but also electronically.
The retention period for primary documents is 1,095 days. However, there are exceptions:
- if the documents were involved in a tax audit, and for state institutions — an audit by the KRU;
- if the documents are needed as evidence in criminal or commercial court proceedings.
Such documents are kept until the corresponding decision is made.
For example, if a case was closed in 2009, its retention period begins on January 1, 2013. If the company does not need to extend the retention period, the case is transferred to the archive, or a decision is made to destroy it.
It should be noted that unverified documents are not allowed to be destroyed. The archivist is required to check the inspection reports before destroying documents.
If a certificate was issued following a scheduled inspection, all documents relating to the inspection period may be destroyed. However, if a dispute arose during the inspection regarding specific transactions, all documents related to the disputed transactions should be retained in case the inspection results are appealed.
Failure to comply with the retention periods for accounting documents is punishable by a fine imposed in accordance with Art. 164-2 of the Code of Administrative Offenses. At the moment, such sanctions can only be applied by the State Financial Control. However, for the taxpayer, destroying unverified documents may result in the lack of evidence to substantiate the legitimacy of expense and income recognition, as well as the tax credit.