Record Type Description Retention Period Disposal Method Responsible Employee Justification
Client Contracts Agreements and contracts signed with clients. 7 years Shredding or secure digital destruction Legal Team Business and legislation (Companies Act 2006)
Client Communication Records Emails, letters, and other correspondence with clients. 3 years Shredding or secure digital deletion Account Managers Business
Financial Records Invoices, receipts, financial statements, and transaction records. 7 years Shredding or secure digital destruction Finance Team Legislation (HMRC requirements)
Employee Records Personnel files, employment agreements, and performance reviews. 5 years after termination Shredding or secure digital destruction HR Team Business and legislation (Data Protection Act 2018)
Legal Hold Records Records under legal hold due to litigation or investigations. Until hold is lifted N/A Legal Team Legislation
Training Records Documentation of employee training sessions and certifications. 3 years Shredding or secure digital deletion HR Team Business
Client Project Files Documentation related to specific client projects, including proposals, reports, and deliverables. 5 years after project completion Shredding or secure digital destruction Project Managers Business
Internal Policies and Procedures Current and obsolete versions of internal policies and procedures. 3 years after superseded Shredding or secure digital destruction Compliance Officer Business
Audit Records Documentation from internal and external audits. 7 years Shredding or secure digital destruction Audit Team Legislation (Companies Act 2006)
Marketing Materials Brochures, advertisements, and other marketing content. 2 years Shredding or secure digital deletion Marketing Team Business
Client Billing Records Billing and payment records related to client services. 7 years Shredding or secure digital destruction Finance Team Legislation (HMRC requirements)
IT System Logs Logs from IT systems and security monitoring tools. 1 year Secure digital deletion IT Department Business
Records of Destruction Logs and certificates of records that have been destroyed. Permanent N/A Compliance Officer Business
Incident Reports Reports related to security breaches, loss, or damage to records. 5 years Shredding or secure digital deletion Security Team Business
Client Feedback Records of feedback and complaints received from clients. 3 years Shredding or secure digital deletion Customer Service Team Business
Business Continuity Plans Documents outlining procedures in case of emergencies or disruptions. 3 years after superseded Shredding or secure digital destruction Risk Management Team Business
Vendor Contracts Agreements with vendors and third-party service providers. 7 years Shredding or secure digital destruction Procurement Team Business and legislation (Companies Act 2006)
Legal Compliance Records Documentation of compliance with legal and regulatory requirements. 7 years Shredding or secure digital destruction Compliance Officer Legislation (Regulatory compliance)

Notes:

  1. Retention Period: Refers to the length of time the records must be kept before they are eligible for disposal.
  2. Disposal Method: Specifies the appropriate method for securely disposing of records, ensuring compliance with legal and regulatory requirements.
  3. Responsible Employee: Identifies the role or department responsible for managing and overseeing the retention and disposal of each type of record.

Policy_Document_Control_18_October_2024.pdf