Document destruction for accounting and bookkeeping firms
An accounting firm holds the documents of many companies at once — and is responsible for them as if they were its own. Once the retention periods expire, clients' accounting and HR records must be destroyed in line with the GDPR and the data processing agreement. Ekotechnika collects the records straight from your office, destroys them in line with DIN 66399 and issues a certificate — more than twenty accounting firms from Warsaw and the surrounding area work with us.
What makes accounting firm records different
- Client documents are entrusted data — the data processing agreement usually requires their deletion or return once cooperation ends, and you must be able to demonstrate how they were deleted.
- The archive grows in leaps after year-end closing — that is when the oldest year can safely be weeded out, and the best moment for a single bulk collection.
- Clients' HR and payroll files contain data on salaries and health (sick-leave certificates) — destruction requires at least security level P-4.
- A destruction certificate protects the firm — it is proof for the client and for the data protection authority (UODO) that expired data was deleted rather than left sitting in a basement.
When accounting records can be destroyed
The categories most often weeded out of an accounting firm's archive:
| Type of document | Retention period |
|---|---|
| Invoices, bills and accounting vouchers | 5 years |
| Tax returns (PIT, CIT, VAT) | 5 years |
| Social security (ZUS) documentation | 10 years |
| Payrolls and wage records | 10 years |
| Personnel files (employed from 2019) | 10 years |
Periods run from the end of the calendar year in which the tax payment deadline fell — the counting rules are explained in the calendar.
Free document retention calendar (PDF)
A complete table of retention periods for more than twenty categories of documents — with the rules for counting the deadlines and an archive clean-up checklist.
Download the calendarWhat we provide
We understand the rhythm of an accounting office — collections are scheduled outside the peak filing season, and under ongoing cooperation we provide lockable containers for working printouts and documents past their retention period.
- Collection from your premises — we pick up the documents anywhere in Warsaw and the Mazovia region; you do not need to transport or pre-sort anything.
- Destruction to the DIN 66399 standard — security level P-4 as standard, and P-5 for specially protected data.
- Destruction certificate — a document stating the date, scope and method of destruction, ready to present during an inspection by UODO, the Polish data protection authority.
- Secure document containers — under ongoing cooperation we leave lockable containers on site and exchange them at an agreed rhythm.
How it works
- Contact and quote — by phone or e-mail; an approximate volume is enough (the number of binders, bags or linear metres of files).
- Collection — we arrive at the agreed time, weigh the documents and secure them for transport.
- Destruction and certificate — the documents are destroyed in line with DIN 66399 and you receive a destruction certificate for your GDPR records.
Archive bursting at the seams?
After year-end closing, one phone call is enough — we will collect the weeded-out years and leave a destruction certificate for you and your clients. You can also read more about our document destruction service.
Contact: 531 690 670 · bok@niszczeniedokumentow.com