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Accounting documents  |   Documents regarding company law  |   Tax documents  |   Employment documents  |   With regard to V.A.T.  |   General legal proceedings  |   Documents of lawyers  |   Documents of experts  |   Bankruptcy law  |   Customs law  |   Management companies  |   REACH (1)  |   Legal stipulations in respect to the terms of maintaining your records. Accounting documents Documents Minimum storage period (2) Form Storage period start date Law Commercial books journal, central book, inventory book. The original must be kept of these three journals (1) 7 years Original (paper or electronic)(3) As of 1 January of the year after the close of the financial year Art. 8 § 2 Annual Accounts Act Supporting documents these are justifying documents that can act as proof towards third parties. They are documents on which each entry is based (1) 7 years original or copy As of 1 January of the year after the close of the financial year Art.6 paragraph 4 Annual Accounts Act Documents that do not act as proof towards third parties these are documents that do not reflect any direct relations with third parties (1) 3 years original or copy As of 1 January of the year after the close of the financial year Art.6 paragraph 4 Annual Accounts Act Though we have worked to be thorough and accurate with this listing, N.V. Merak cannot be held responsible for any omissions or subsequent changes in the law. (1) Since 01/01/2004 non-profit associations have also had to comply with this requirement (Royal Decree 19/12/2003, Belgian Official Gazette 30/12/2003). (2) The Accounting Standards Committee stated in its notice No. 6/1 (Bull. CBN April 1981, No. 8) that every company must follow an appropriate archiving policy and that some situations, such as pending legal proceedings, the importance of the documents, etc, may require documents to be kept longer. (3) The Royal Decree of 25 January 2005 stipulates that Belgian companies and self-employed entrepreneurs have no longer been required to keep these paper books since 1 January 2005 (art.2 Royal Decree 25 January 2005). This Royal Decree lists the conditions for doing (purely) electronic accounting, in which they have to satisfy the same conditions of completeness, promptness, continuity, regularity and invariability as the paper accounts. For the storage of electronic accounts it is also necessary to keep the programs and systems with which these files can be read for the minimum storage period. Companies that do not keep electronic accounts can still use the paper accounts.

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