Original Copies of Accounting Records Must be Preserved for Three Years from Date of Last Entry Therein

October 1, 1991 BIR RULING NO. 203-91 235 107-79 203-91 Gentlemen : This refers to your letter dated June 10, 1991, requesting authority or permit from this Office to microfilm your accounting records using for the purpose Imagelink and thereafter to shred the original hard copies of such accounting records even during the 3-year prescription period within which the BIR is authorized to make an assessment pursuant to Section 235 of the Tax Code, as amended. It appears that you were prompted to make this request because of your meager and cramped storage space. In reply, I regret to inform you that your request cannot be granted considering that preservation of microfilm copies of your accounting records does not satisfy the requirements of Section 235 of the Tax Code as amended. Said provision implies that the records to be preserved by the taxpayer for a period of three (3) years from the date of last entry made therein must be the originals thereof. This requirement is necessary for the reason that the originals of the book of accounts are the best evidence to prove the entries made therein. (BIR Ruling dated July 15, 1975) aisadc Very truly yours, (SGD.) EUFRACIO D. SANTOS Deputy Commissioner and Officer-in-Charge