There are some aspects of the import and export sector that have never changed, regardless of the progress technology has made: paperwork. Documenting every aspect of a transaction is a must in business. It’s not just to keep track of finances but to clarify agreements and confirm consignments too. When it comes to complying with customs and excise, being able to produce these documents on demand is essential.
With data retention so important, the method of storage becomes a key concern. Storing or filing has never been simple, with administrative staff traditionally pushed for room. But modern technology has made it easier than ever – not only to store data, but to recall it too.
By far the most effective data retention technique is cloud storage, a technology that means everything is retained, safely and securely and accessible anywhere. And it’s something we at International Cargo Express includes in our range of services.
Why Cloud Storage Works Best
Even for companies that import or export only a reasonably small number of shipments, the amount of documentation built up over a typical year can be significant, and the amount of storage needed to retain these documents equally so.
But through cloud storage, the documentation that customs agencies require can now be safely stored without the pressure to find physical space. The documents cannot be physically damaged, lost or destroyed, and the security attached to cloud storage technology means there is little to worry about.
More importantly, cloud storage services ensure that all necessary documentation can be accessed with great ease, from anywhere there is an Internet connection. For example, International Cargo Express offers a 24-7 service that allows our clients to access all relevant documents relating to them via a simple link in our website. They just access our site, enter their login details, passwords etc, and they can view the information they need.
What is more, ICE cloud storage services save documents in PDF format, ensuring high file quality and information clarity. In fact, PDF is the desired format stipulated by the Australian Customs Service because of their own storage restrictions. With literally millions of documents needing to be retained in their archive, it’s only logical they should prefer documents electronically.
The Required Paperwork
So, what exactly is the paperwork customs officers expect you to keep? Importing any merchandise entails customs clearance and retaining a variety of relevant documents connected to the movement of that merchandise is central to getting it.
According to the law, businesses must retain all commercial and financial documents for up to 7 years. When it comes to importing or exporting, the Australian Customs and Border Protection Service has specific powers to act should a company fail to comply.
There is an extensive list of commercial documents, records and communiqués that the legislation refers to. According to the Australian Customs and Border Protection Service:
- Commercial documents like bills of exchange must be retained 5-7 years
- Financial records like receipts and invoices must be retained for 5-7 years
- Communiqués to and from the customs service must be retained for 1 year
- All commercial documents must be stored in a readily accessible way
- Documents that demonstrate compliance with all customs-related law must be available
Contact Your ICE Team
Properly maintaining and storing your customs documentation is an essential part of your business operation. But we don’t see why your document storage obligations need to cause unnecessary pressure or worry.
That’s why International Cargo Express provides a dedicated cloud storage service that makes the undertaking simple and carefree for you. We already deal with customs matters for our clients, so offering a dedicated cloud storage service is a natural move for us.
To find out more about it, simply call your nearest ICE team, and ask how the ICE Cloud Storage Service can make dealing with customs easier for you.
