What Is the Archive Book and Why Is It Mandatory?
The archive book (arhivska knjiga) is a legally mandated register where every legal entity and entrepreneur in Serbia must record all documentary material (registraturski materijal) created during business operations. According to the Law on Archival Materials and Archival Activities ("Official Gazette RS", No. 6/2020), every company must maintain an archive book and submit it to the competent archive by April 30th for the previous year.
Many companies are unaware of this obligation or ignore it — until the archival inspection arrives. Fines for legal entities can reach 2,000,000 RSD.
What Columns Does the Archive Book Contain?
The archive book form contains the following columns:
| Column | Description | Example |
|---|---|---|
| Sequential number | Continuous entry number, carries over year to year | 1, 2, 3... |
| Date of entry | Date when the entry is recorded | 15.01.2026 |
| Year of creation | Year the documentation was created | 2025 |
| Classification mark | Code from your Category List | 04-02 |
| Content (description) | Brief description of the documentation category | Outgoing invoices |
| Quantity | Number of folders, boxes, or MB (for electronic) | 3 folders |
| Retention period | Storage period per Category List | 10 years |
| Location | Where documentation is physically/digitally stored | Shelf 3, archive room |
| Notes | Additional info (destroyed, submitted to archive, etc.) | — |
Step by Step: How to Fill Out the Archive Book
Step 1: Prepare the Category List
Before you start filling in, you must have an adopted List of Categories of Registry Material with Retention Periods. This document defines all types of documentation in your company and how long each type must be kept. The list must be approved by the competent archive.
Step 2: Collect All Documentation for the Year
Create an inventory of all documentation created or received during the year:
- Invoices (incoming and outgoing)
- Contracts
- HR documentation
- Financial statements
- Tax documentation
- General correspondence
- Technical documentation
Step 3: Classify the Documentation
Assign each document to the appropriate category according to your Category List. Each category receives its classification mark.
Step 4: Fill In the Columns
For each documentation category, enter the data into the archive book. The sequential number continues from the previous year — you do not start from 1 each year.
Step 5: Sign and Submit
The archive book is signed by the person responsible for the protection of registry material. Submission is made to the competent territorial archive (e.g., Historical Archive of Belgrade for Belgrade companies) by April 30th.
Most Common Mistakes
- Starting the sequential number from 1 each year — The number is continuous, carrying over from the previous year
- No Category List — Without an approved list, the archive book has no basis
- Omitting electronic documentation — E-invoices, emails, and digital contracts must also be recorded
- Inaccurate quantities — Precisely state the number of folders/boxes or megabytes
- Retroactive filling at the last minute — Maintain the book throughout the year, not just before the deadline
Electronic or Paper Archive Book?
The law allows maintaining the archive book in electronic form. This is far more practical because it enables:
- Automatic generation of sequential numbers
- Search by any field
- Export to PDF or Excel for archive submission
- Integration with DMS systems for automatic population
Arhivix automatically generates the archive book based on documents you upload to the system. Instead of manual filling, the system tracks every document and at year-end — the archive book is ready with one click.
Deadline and Penalties
The deadline for submitting the archive book to the competent archive is April 30th of the current year for documentation created in the previous calendar year.
Penalties for non-submission or inaccurate records:
- Legal entities: 50,000 — 2,000,000 RSD
- Entrepreneurs: 10,000 — 500,000 RSD
- Responsible persons: 5,000 — 150,000 RSD
Conclusion
Filling out the archive book doesn't have to be complicated if you have the right preparation and tool. The key is to maintain records throughout the year, have an approved Category List, and not wait until the last moment.
With Arhivix, the archive book is generated automatically. Upload documents to the system throughout the year, and by April — everything is ready for submission. Try it free.
