A retention schedule is a document listing each type of record an organisation holds, why it keeps it, how long it keeps it, and what happens at the end of that time, usually secure destruction or a review. It turns the general rules on records retention into a plan for the files you actually have.
Why it helps
Records retention is the rule, such as GOV.UK’s minimum of 6 years for a limited company’s accounting records. The schedule applies those rules to your own files, so anyone can see what may be destroyed and when. If your records hold personal information, such as client, tenant or employee files, UK data protection law says it should be kept for no longer than is necessary, and a schedule is a simple way to show you have thought that through.
At Wigwam
Document storage in a unit and a retention schedule work well together. You stay in charge of your own files, so the schedule becomes your map of the unit. Two example rows:
| Record type | Purpose | Destroy by | Box |
|---|---|---|---|
| Sales invoices, 2024 to 2025 tax year | Self Assessment records | After January 2031 | 12 |
| Former tenant’s file | Deposit and dispute evidence | Your own set period | 14 |
A few habits keep the two in step:
- add a column for where each record lives, down to the box number;
- label every box on more than one side with its contents and its destroy-by date;
- keep the schedule itself at the office rather than in the unit;
- visit once a year and take out anything past its date, using a shredding firm that gives you a certificate of destruction.
Access is normally 6am to 10pm, seven days a week, and every unit has its own alarm, so your archive is secure between visits. Call us on 0800 2545585 to find the right size.
Related terms
Related questions
- How much contents cover do I need, and can I change it later?
- How long must UK businesses keep records, and can they stay in storage?
- Is self storage suitable for confidential client records?
Further reading