Paperless Accounting Records
Scanning, organising and storing your accounting documents for easier access and backup.
Contact us for a quote
Enquire nowLicensed company service provider · TC008771
Service details
Our service
- Professional scanning: documents are scanned on high-quality scanning equipment, keeping them clear and accurate.
- Naming and organisation: every scanned document is named and classified as your company requires, so that it can be found and managed.
- Data security and confidentiality: we observe data security and privacy protection standards strictly, so that document data is neither leaked nor lost.
- Cloud storage: the electronic documents can be stored on a secure cloud platform, which your company may view and share at any time.
- Handling of the documents afterwards: we arrange the return or destruction of the documents, or their transfer to professional storage.
What happens to the paper originals
- Return: where a document must go back to another party, we arrange to return it properly.
- Destruction: where your company has confirmed that a document is no longer needed, we provide a secure document destruction service so that sensitive data is removed completely.
Collection
We provide a free SF Express door-to-door collection service, which brings the documents to our service centre.
Fees
The service is priced by the number of documents and the classification required; fees are as quoted by us.
The retention requirement
A company’s accounting documents and business records must be kept properly for later inspection; the retention period and the manner of keeping them are as set out in the Inland Revenue Ordinance and government guidance. Under the guidance issued under the Inland Revenue Ordinance, an electronic document has the same legal standing and acceptance as the original and can serve as valid legal evidence when required, so keeping documents in electronic form does not affect their validity. Paper documents take up storage space and become hard to find as the years pass; once they are in electronic form, retrieval and backup are dealt with together.
Related services
For bookkeeping and the preparation of financial statements, see accounting and tax filing. For the keeping of the company’s statutory records, Articles of Association and chops, see the company kit (green box).
Full service details and requirements
A company's accounting documents and business records must be kept properly for later inspection; the retention period and the manner of keeping them are as set out in the Inland Revenue Ordinance and government guidance.
Under the guidance issued under the Inland Revenue Ordinance, an electronic document has the same legal standing and acceptance as the original, and can serve as valid legal evidence when required. We convert your company's accounting documents to electronic form: they are scanned on high-quality scanning equipment, named and classified as your company requires, and stored on a secure cloud platform, while the paper originals are returned, destroyed or moved to professional storage as instructed. Fees are as quoted by us.
WS ICON LIMITED · Trust or Company Service Provider licence TC008771 · Updated September 2026
Must accounting documents be kept?
Can an electronic document serve as legal evidence?
How are the scanning and the classification arranged?
Where are the electronic documents stored, and how is data security handled?
What happens to the paper originals?
How are the documents delivered to WS ICON?
Other services
Company Registration
We obtain the Certificate of Incorporation (CI) and the Business Registration Certificate (BR).
Company Secretary
Company secretary services for annual returns, company changes and statutory records.
Accounting & Tax
Bookkeeping, financial statements and organised records to support your tax reporting.
Virtual Office
Business and registered addresses, mail handling and optional telephone answering services.
