Resources on company documents
Practical guides for whoever keeps a company's archive: how to build a records retention schedule, how long you keep each document category, how to organize the incoming-outgoing registry and how to handle a deletion request without breaching a legal retention obligation.
Guides and resources by document topic
Guides along the document flow
Step by step, from receiving the document to disposing of it: registration, indexing, approval, archiving, expiry of the retention period and the disposal proposal.
Legal retention periods
How long you keep each category: the 10-year rule under Accounting Law no. 82/1991, the 50 years for payroll records, the shorter periods under OMFP Order 2634/2015 and what the records schedule required by Law no. 16/1996 means.
4docs video tutorials
How to open an incoming-outgoing register, how to define an approval circuit by department and how to run a full-text search across an archive of tens of thousands of documents — in clips under 3 minutes.
Templates and checklists
A records retention schedule template by category, a checklist for digitizing your paper archive and a template for the disposal-selection report for documents proposed for removal.
GDPR in the company archive
How to reconcile storage limitation (Article 5 GDPR) with legal retention obligations, how to respond with reasons to a deletion request based on Article 17, and when you may refuse deletion.
Dedicated support
Answers from the specialist assigned to your company, with a standard response time of one business day — you can attach the document you're asking about directly.
Document management services
Detailed documentation for each service — electronic archiving, document registry, approval circuit, full-text search, retention and GDPR, secure sharing.
Electronic archiving →
A digital archive structured by fonds and inventory, with immutable versions and a cryptographic fingerprint.
Electronic registry →
Incoming and outgoing documents with an automatically assigned registration number, transmittal lists and export for audits.
Document circuit →
Internal routing by department, approvals with deadlines and alerts for documents that are stuck.
Full-text search →
Search in the text that already exists in the documents, not just in the file name. Scanned pages need a text layer or manual checking.
Retention and GDPR →
Legal retention periods by category, approved disposal proposals and the right to erasure.
Secure sharing →
Role-based access rights, external links with expiry and password, a complete access log.
Who it is for
Resources grouped by what the company archive looks like today and how often it is requested.
Small companies with a paper archive
Digitise the binders once, then search them in full text instead of leafing through files.
See the plansCompanies with a daily registry
Incoming and outgoing documents numbered automatically, with transmittal lists and a registry export for audits.
See the servicesCompanies with frequent audits
Retention periods by category, a tamper-proof access log and a registry export for any period.
Write to usCan't find the retention period for a document type?
Tell us what document you have and we'll tell you which records-schedule category it falls under, how long it must be kept and how to configure it in 4docs.