Registry Management for Companies and Organizations

Yes. Every legal entity and entrepreneur from whose activity records arise is a records originator and has obligations under § 16 of Act No. 395/2002 Coll. These include keeping records, preparing a file plan, ensuring records management and protecting documents until they are discarded. The scope of the obligations varies according to the originator category, but the basic obligation to manage records applies to almost every company.

The file plan and the records-management rules are internal documents that a records originator must prepare under § 16 and § 17 of Act No. 395/2002 Coll. The file plan determines into which subject groups records are classified and what retention periods they have. The records-management rules govern how records are kept, stored and protected within the organisation. Alpha Safety prepares both documents tailored to the company.

Yes. Other administrative offences in records management are addressed by § 31 of Act No. 395/2002 Coll. For failing to ensure records management or placing records in unsuitable premises, a fine of up to EUR 5,000 may be imposed. For the unauthorised destruction of records without a discarding procedure, there is a fine of up to EUR 40,000. Properly kept records and recorded discarding eliminate these risks.

No. Records may be discarded only in a discarding procedure with the consent of the competent state archive under § 19 and § 20 of Act No. 395/2002 Coll. The originator submits a proposal for discarding and the archive decides what is to be destroyed and what has permanent documentary value. The unauthorised destruction of records outside this procedure is an administrative offence. Alpha Safety prepares the proposal for discarding and guides the company through the whole procedure.

Alpha Safety classifies the company into the correct records originator category, prepares the file plan and records-management rules, helps to set up and configure a records centre and trains the employees who work with the documents. It further provides methodological guidance in keeping records and ongoing consultancy, including preparing the discarding procedure. The aim is clear, legally compliant records and the minimisation of the risk of fines.

The retention periods for the individual types of records are determined by the file plan, which a company prepares as a records originator under § 16 of Act No. 395/2002 Coll. They vary according to the type of document – personnel and payroll materials have different periods than accounting or contractual records, for example. After the retention period expires, records do not cease to exist automatically but proceed to the discarding procedure.

Yes. A record is information recorded by a records originator regardless of form, that is including electronic documents. Under § 16 of Act No. 395/2002 Coll., the originator must ensure their durability and authenticity from creation or receipt until discarding. For records containing personal data there is also an obligation to restrict access to them. When preparing the file plan, Alpha Safety also takes the electronic agenda into account.

The amendment (Act No. 241/2025 Coll.) effective from 15 October 2025 introduced in particular the transformation of records: an originator no longer has to keep both a paper and an electronic original of the same record and may keep records in only one form. There is a new emphasis on preserving the authenticity of records, and the rules for archives and fees have been clarified. Alpha Safety will set up your records according to the current wording, which older manuals and competitor websites do not yet reflect.

The categories of originators are defined by § 4 ods. 2 of Decree No. 628/2002 Coll. Category I includes mainly public authorities and entities established by law, Category II includes companies whose records have permanent documentary value (records marked A), and Category III includes originators without permanent value, who have reduced obligations. We will assess the correct classification for you right at the start of cooperation.

For not allowing the exercise of state professional supervision, a fine of up to EUR 20,000 may be imposed under § 31 of Act No. 395/2002 Coll. For failing to ensure records management there is a fine of up to EUR 5,000, and for the unauthorised destruction of records without a discarding procedure up to EUR 40,000. Properly kept records and our representation during an inspection eliminate these risks.

A records centre is a dedicated and protected space for storing closed files during their retention period, with requirements for protection against damage under Decree No. 628/2002 Coll. A records journal is the basic record-keeping aid – a chronological record of incoming and outgoing mail that assigns a number to each record and tracks its movement. We will help you set up and configure both.

After amendment 241/2025, yes. The transformation of records allows an originator to decide to keep records in only one form, so you do not have to keep both a paper and an electronic original at the same time. However, the legibility, integrity and authenticity of the records must be ensured throughout the retention period, and when converting a paper document into electronic form a guaranteed conversion may be required. We will incorporate these rules into your records-management rules.

Yes. Records management (Act 395/2002) and personal-data protection (GDPR, Act 18/2018) are separate agendas, but at Alpha Safety you can deal with them at once under one roof, together with BOZP, OPP, PZS, civil protection and waste management. You have one provider, one contact and one invoice, saving time and coordination.