Record Management In Saudi Arabia
Record management in Saudi Arabia is a crucial function for ensuring proper documentation, regulatory compliance, audit readiness, and operational transparency. Whether you’re dealing with employee files, financial documents, client data, or legal contracts, managing records systematically protects your business from risk and inefficiency. MFD Services provides tailored record management solutions that align with Saudi regulatory expectations and your internal controls.
Why Record Management Is Important In Saudi Arabia With MFD Services
In Saudi Arabia, recordkeeping is not just about storage — it’s about compliance. Ministries such as ZATCA, GOSI, MOL, and SAMA require timely, organized, and retrievable documentation for audits, renewals, and inspections. Inadequate records can result in penalties, delays, or rejections in licensing or tax processes.
MFD Services ensures your business maintains a structured and legally compliant record environment. We build systems that improve accessibility, safeguard sensitive data, and support long-term audit readiness.
HR & Payroll Services We Offer
Types Of Records That Businesses Must Maintain In Saudi Arabia
Based on your operations and industry, common record categories include:
- Employee records (contracts, Iqamas, evaluations, leave)
- Accounting and financial reports
- Invoices, purchase orders, and receipts
- Tax filings and ZATCA correspondence
- GOSI and labor documentation
- Compliance reports (AML, ESR, ISO)
- Legal contracts and shareholder agreements
MFD helps identify, categorize, and structure your record library in line with regulatory needs and practical workflows.
What Are The Legal Requirements For Recordkeeping In Saudi Arabia?
Different government bodies mandate various record retention timelines:
- ZATCA: Tax records must be maintained for at least 6 years
- Labor Law: Employee contracts and salary records must be kept for 5 years
- GOSI: Contribution data must be accessible for audit
- Ministry of Commerce: All commercial activities must be supported by documented proof
MFD implements a recordkeeping system that aligns with these timelines and ensures your documentation can withstand regulatory scrutiny.
What Documents Are Required To Build A Record Management System?
To initiate a record management project, we typically need:
- Existing document formats and samples
- Organizational structure and department hierarchy
- Access control and approval workflows
- Regulatory obligations for your industry
- Archiving history or cloud access policies
- Internal document handling policies
MFD uses this information to map, organize, and digitize your business records securely and effectively.
Contact Us
Book an Appointment with Us
Schedule a consultation with MFD Business Solutions today and discover how our expert Actuarial Valuation and financial consulting services can enhance the accuracy and reliability of your financial records.
Record Management Cost, Duration, And Process
Estimated Pricing
Record management pricing depends on your company’s size, volume of data, and whether physical or digital systems are needed. Typical starting prices range from SAR 5,000 to SAR 15,000. We provide custom quotes based on an initial audit and system design.
Estimated Timeline
The project duration typically spans 7 to 20 business days. Time may increase based on the number of departments involved and the volume of existing disorganized files. Digitization projects may take longer depending on scanning, indexing, and backup procedures.
How The Process Works
We begin with an assessment of your current recordkeeping practices. MFD then builds a structured filing system, implements access controls, digitizes physical files (if needed), and trains relevant staff to maintain ongoing compliance.
How Proper Record Management Enhances Compliance In Saudi Arabia
Structured records reduce errors in renewals, audits, inspections, and employee onboarding. They also improve trust during due diligence, mergers, or investor reviews. Clean records also help avoid penalties for non-submission or misreporting to Saudi authorities.
MFD Services ensures your documentation supports operations, compliance, and reputation.
What Challenges Do Companies Face Without Organized Records In Saudi Arabia?
Typical problems include:
- Missing documentation during audits
- Delayed renewals due to unavailable files
- Poor access control causing data leakage
- Conflicting document versions
- Inability to provide proof to ZATCA or labor courts
- Legal disputes due to untraceable records
How MFD Services Solves Record Management Issues
MFD Services transforms your recordkeeping process from chaotic to compliant.
- File structure design and documentation templates
- Digital archiving and secure cloud integration
- Physical record sorting and secure storage
- Role-based access control and retrieval tracking
- Ongoing compliance and data retention advisory
Why Choose MFD For Record Management In Saudi Arabia?
MFD Services understands the importance of accurate, secure, and legal records. We help businesses move from disorganized folders to structured systems that align with Saudi legal, tax, HR, and operational standards. Whether for internal efficiency or regulatory protection, our record solutions keep your business audit-ready and future-proof.
Ready To Organize Your Business Records Professionally?
Let MFD Services bring order to your documentation. Our record management systems help you stay efficient, compliant, and confident — every time you need to find, show, or defend a document.
FAQ's
MFD’s approach involves meticulous record-keeping, compliance assurance, and streamlined processes, ensuring operational excellence.
We leverage cutting-edge HR software and record management systems, ensuring secure, cloud-based solutions for efficient data handling.
We empower your team through extensive training and ongoing support, ensuring smooth adoption and maximum utilization of our solutions.