Disposing of Old Files: What Can Companies Throw Away?

Which Files Can Companies Dispose Of?

Over the years, companies accumulate large quantities of invoices, contracts, business correspondence, personnel records and other documents. Some of these documents must be retained for several years, while others can be destroyed once the applicable retention period has expired.

Before disposing of files, companies should therefore check:

Only after this review should a decision be made as to which old files can actually be disposed of.

Check Retention Periods Before Disposing of Old Files

One of the most important requirements for disposing of old business documents is that the statutory retention period has expired. Different retention periods may apply depending on the type of document.

Typical retention periods for companies include:

The specific requirements may vary depending on the type of document. Before carrying out large-scale document destruction, companies should therefore check whether the applicable retention period has actually expired.

Companies that regularly sort out old files can organize documents by retention year and document type, for example. This makes it easier to identify which files still need to be archived and which can already be released for destruction.

More about retention periods in 2026

Can Old Files Simply Be Thrown in the Paper Waste?

For confidential business documents, regular paper waste is generally not an appropriate solution. Invoices, contracts, personnel files and other business documents may contain personal and confidential information.

This may include:

Such documents should not simply be placed in a paper container or waste paper bin in a fully readable form. Instead, it is essential to ensure that the information can no longer be accessed or reconstructed by unauthorized persons after disposal.

For companies, this means: Disposing of old files is not simply about throwing away paper – it means securely destroying confidential information.

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Securely Destroying Files Containing Personal Data

Particular care should be taken when handling documents containing personal data. If such documents are no longer needed and may be destroyed because the applicable retention periods have expired, the destruction should be organized securely and appropriately.

With professional document destruction, the documents are not simply disposed of but destroyed in a controlled manner. Defined security requirements apply to the destruction of Files and data media .

A professional solution can be particularly useful when:

What Does Document Destruction According to DIN 66399 Mean?

The DIN 66399 standard describes requirements for the secure destruction of data media. It takes into account different types of information and data media and defines, among other things, protection classes and security levels.

For companies, the standard is particularly relevant because secure document destruction is not simply a question of the amount of paper involved. What also matters is how sensitive the information is and what level of protection is required for its destruction.

With professional document destruction, the documents are therefore processed in accordance with the defined security requirements.

How Does Professional Document Disposal Work?

Companies that want to dispose of large quantities of old files should organize the process as systematically as possible. This involves not only the actual destruction, but also collection, transportation and documentation.

A possible process is:

This makes it possible to organize and document the entire process, from selecting the documents for disposal to their final destruction.

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What Should You Do With Files Whose Retention Period Has Not Yet Expired?

Not every old file can be disposed of immediately. If the statutory retention period has not yet expired, the relevant documents must continue to be retained.

Companies with extensive archives can quickly run out of space as a result. One option is to archive documents.

External file storage can be used, for example, for:

The files can be archived systematically and retrieved when needed.

Once the applicable retention period has expired, the documents can then be released for destruction in compliance with data protection requirements.

How Can Companies Organize Document Destruction Efficiently?

For companies with a regular volume of documents, it can make sense not to wait until the archive rooms are completely full before organizing document disposal.

A sensible process could look like this:

This creates a continuous process instead of one large clean-up operation.

For larger companies, a combination of file storage, archive logistics and subsequent document destruction can also make sense. This allows documents to be stored securely first and then specifically destroyed once the relevant retention period has expired.

What Happens After Document Destruction?

With professional document destruction, it should be possible to verify that the documents handed over for destruction have actually been destroyed properly.

Such documentation can be particularly relevant for companies dealing with sensitive business and personnel documents. After data-compliant document destruction, Haberling issues a certificate confirming the proper destruction.

This means that the destruction can not only be carried out securely, but also appropriately documented.

Why Choose Haberling for Document Destruction?

Haberling is certified as a specialist waste management company in accordance with Section 56 of the German Circular Economy Act (Kreislaufwirtschaftsgesetz). and offers document and Data media destruction across a wide area. Destruction is carried out in accordance with the requirements of DIN 66399; different security levels up to Protection Class 3 are available depending on requirements.

Lockable Security containers in various sizes are available for the collection and transportation of confidential documents. The files are then destroyed in Haberling's own certified large-scale shredding facility. Customers receive appropriate documentation after the destruction.

For companies whose documents cannot yet be destroyed, Haberling also offers file storage and archive logistics. This allows retention and subsequent destruction to be coordinated as part of one process.

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Conclusion

Companies cannot automatically dispose of old files simply because the documents are several years old. Before disposing of files, companies should first check whether statutory retention periods are still in effect and whether there are other reasons for retaining the documents.

If the documents no longer need to be retained, confidential and personal documents should not simply end up in regular paper waste. Professional Document destruction ensures that the information contained in the documents is destroyed in a controlled and traceable manner.

For companies with extensive archives, a combination of file storage, archiving and subsequent Document destruction can also be a practical solution.