An operational SaaS should not think about storage only when the disk fills up. Retention, archive, and restore are foundations of trust.
Three storage tiers
Hot storage is for direct access to recent documents. Warm archive groups older files into verified packages with searchable metadata. Cold archive accepts slower retrieval.
Accounting and legal documents should not be automatically deleted only because they are old. A clear retention policy and auditable workflow must exist first.
What must remain searchable
Even when a file is in a ZIP archive, the workspace should know company, document type, year, month, original name, checksum, and how to restore one specific file.
For invoices, it is practical to keep PDF, XML/e-invoice output, audit trail, and any sending or approval evidence together.
FAQ
Should OnlineOffice automatically delete accounting documents?
No. For accounting and legal documents, the system should first protect retention, archive metadata, and allow controlled restore.
Is accounting document retention and online archive legal or accounting advice?
No. OnlineOffice provides working tools and materials. Important outputs should be reviewed against the specific situation.