Nástroje, automatizace a praxe
How to Back Up and Archive Investment Documents
Key takeaways
- Keep brokerage statements and tax documents for at least 10 years in line with Czech legislation.
- Combine local backup with cloud storage — a single source is not enough.
- Name files consistently: year_month_broker_type.pdf.
- Automate statement downloads in your calendar so you never forget.
- Test backup restoration at least once a year.
A reliable archive of investment documents protects you during a tax audit, a dispute with your broker, and when switching to a new platform. All it takes is a simple folder system and two backup layers.
What to archive and for how long
The Income Tax Act requires records to be kept for at least 3 years from the date of filing, but to prove the purchase price of securities you may need documents going back 10 years or more. The practical conclusion: archive everything — brokerage statements, trade confirmations, dividend statements, tax certificates for your return, and correspondence with your broker.
Folder structure step by step
- Main folder Investments → subfolders by year (2024, 2025…)
- Inside each year: Statements_broker, Taxes, Dividends, Correspondence
- File naming: 2025_03_Degiro_monthly-statement.pdf
- Add trade confirmations immediately after each buy or sell — do not let them pile up
If you invest through multiple brokers, add the platform name as a prefix to avoid mix-ups.
Two-layer backup
A local backup (external drive or NAS) protects against a lost laptop. Cloud backup (Proton Drive, iCloud, Google Drive) protects against fire or theft. Set up automatic sync of the new folder to the cloud — then you do not have to think about it.
Security and encryption
Investment documents contain sensitive data. Encrypt your cloud folder (Proton Drive does this automatically) or use password-protected ZIP archives. Share access only with a partner or legal representative, not with just anyone. Link any tax calculations to your investor tax calendar.
FAQ
How long do I need to keep investment records?
The general obligation is to retain tax documents for 3 years from filing, but to prove the purchase price of securities it is sensible to keep records going back 10 or more years. More is better than less.
What is the best format for saving statements?
PDF is ideal — it preserves formatting and can be opened on any system. Name files consistently: year_month_broker_type.pdf. Save CSV exports for XIRR calculations separately alongside the PDFs.
Is cloud storage enough without a local backup?
No. Cloud services can be unavailable, accounts can be locked, or a provider may shut down. Always keep a local copy as well — ideally on an external drive stored separately from your computer.