You never know, who you may need when desperate
@Pushhyarag2000 (1416)
India
December 3, 2011 1:24pm CST
I must admit I am realizing the importance of keeping archive contacts and documents in good order. Let me explain:
Five years back I worked for a project company in Shimla, Himachal Pradesh [north India]. The project team was made up from staff from three different companies. It is always a kind of transient arrangement. But after quitting, I have been in touch with most of those old timers. 
I was shocked to receive a demand for payment of big tax arrears a few days' back. I searched my records and was not getting any clue but I was sure tax was deducted from my salary. There is something amiss and I have to convince the officer. But the company has seen so many changes, it looked difficult if I would be able to secure any confirmation paper. Fortunately, with the help of records & contacts saved, I have arranged for documents & hope to convince the officer. 
Do you manage your old records & contacts well?
I was shocked to receive a demand for payment of big tax arrears a few days' back. I searched my records and was not getting any clue but I was sure tax was deducted from my salary. There is something amiss and I have to convince the officer. But the company has seen so many changes, it looked difficult if I would be able to secure any confirmation paper. Fortunately, with the help of records & contacts saved, I have arranged for documents & hope to convince the officer.
Do you manage your old records & contacts well?1 person likes this
6 responses
@SIMPLYD (90722)
• Philippines
19 Jan 12
I always update my records in agencies where remittances are being given. That way, i know if the company is updated in transmitting the deducted dues , to the respective agencies.
Besides, i always keep my payslip, where the deductions being done by our company is clearly stated.
It always pays to be always assured of such things.
It always pays to be always assured of such things.
@Pushhyarag2000 (1416)
• India
19 Jan 12
SIMPLYD: In one instance, the Company I worked for for about 3 years never gave me any payslip or deduction letter as it was a closely held, family business type of Company. I was new to private sector at that time and did not press. I think I should have. Ensuring proper up date & record keeping, as you said here is very useful. Thanks.
@SIMPLYD (90722)
• Philippines
19 Jan 12
it's really difficult if your company is just a small one . You cannot demand for a payslip, where your deductions are clearly stated. You have no way of knowing whether your gov't or remittances to SSS is being remitted.
Although, it would be best that you just get to ask SSS or whatever agency to which it was remitted , how updated is your company's remittance. Then, have a print-out be given to you as record.
@lilaclady (28207)
• Australia
3 Dec 11
oh yes records of everything should be kept, even with all the new technology these days mistakes are being made by people and companies everone must keep track of everything they do.
@ravisivan (14079)
• India
4 Dec 11
Three years after retirement a charge of having allowed the documents to expire was levelled against me and my benefits were withheld. I had to go through old records that were available with me and at the branch and submit replies and make a number of personal visits for over one year to come out of that sludge.
Yes. documents should be kept intact. Even now I have the appointment order dated 1969 based on which I joined the bank with me. Of course it is torn into a few pieces.
Regarding tax records should be intact./
@Pushhyarag2000 (1416)
• India
4 Dec 11
lilaclady: property & personal tax records especially because the concerned agencies may not be scrutinizing them in time, after our submission but they always exercise their right to review them any time. 
ravisivan:I always store very important records in a laminated form to avoid the possibility of soiling & mutilation. Keeping such an old appointment order is an indication of discipline.
Good that you could settle the issue of old records with bank post retirement although you were put to so much inconvenience.
ravisivan:I always store very important records in a laminated form to avoid the possibility of soiling & mutilation. Keeping such an old appointment order is an indication of discipline.
Good that you could settle the issue of old records with bank post retirement although you were put to so much inconvenience. 
@dorannmwin (36392)
• United States
8 Dec 11
Most of the records that I have are not things that I really need to keep for a long time. However, when it comes to any kind of tax documentation, those I will save for as long as is possible because it can be years down the line before the IRS comes back to you with any kinds of errors that you made in writing out your income taxes.
Thankfully, we've never been audited when it comes to our taxes, but I know a lot of people that have.
@Lhenni (1242)
• Philippines
4 Dec 11
It helped me then. Here's my story:
My company then, 3 years ago, opted to close their site here in our country. They comprehend to clear our profile including our gov't mandated account. They let us paid our all dues that matter. They gave us certification of our paid records. After quite sometime, I received a letter from one of our mandated gov't account that I should pay my dues. In their profile I have over dues. It's good that I have records to show that I'm clear. Their mistake!
@Pushhyarag2000 (1416)
• India
4 Dec 11
Good practice Lhenni. There is nothing more convincing for them than verification of records that we produce. Otherwise, getting them to agree would be extremely difficult and the consequent burden will be huge.
@ravisivan (14079)
• India
4 Dec 11
Good. You worked in Shimla also. a very cool place. Are you referring to professional tax? If u can tell them that it has been deducted , then I think there may not be any problem.
good day.
@Pushhyarag2000 (1416)
• India
4 Dec 11
It is income tax. Generally for salaried employees, review is rare. May be the officer has not been able to locate records in his office because that was the first year of introduction of e-filing and many companies may have made mistakes. I can show available records & yes, as you indicated, he may be convinced.
@Greninee (369)
• Philippines
4 Dec 11
hello pushhayarag!
I am happy that you are an organized person in which by that attitude, you are able to convince the officer. Documents are really important things to keep so that when time would come, you have something to show or evidence. I am not that organize type of person and I regret taking advantage of my documents. I threw some of my important documents which I thought I could never use anymore. Now, I'm keeping my documents because of what I've learned that documents can put you in jail.Happy mylotting!
@Pushhyarag2000 (1416)
• India
4 Dec 11
Hi Greninee, Yes, especially documents relating to property and income tax are very important from safekeeping point of view. In spite of changing jobs, that's one practice that has stood me in good stead. In fact, I store as many documents as I can in electronic form too. You can get your key documents plastic laminated for safe keeping for long time without damage and tear.
