Reference Guide to Retention Periods by Sector

Know how long to keep your business records to stay compliant.

Every organisation creates and stores a huge volume of documents — from contracts and HR files to patient records and financial statements. But knowing how long to keep each type of document isn’t always straightforward.

Retention periods vary by sector, document type, and legal obligations. Storing files for too long increases the risk of data breaches and unnecessary costs. Disposing of them too soon could leave your organisation exposed to fines, legal challenges, or operational gaps.

To help, we’ve created a quick reference guide to document retention periods by sector in the UK.

Why Retention Periods Matter

• Compliance: UK GDPR, FOI (Freedom of Information), and sector-specific regulations require that personal and business records are only kept for as long as needed.

• Audit & Legal Protection: Proper retention ensures you can evidence decisions and actions if needed.

• Cost & Risk Management: Holding unnecessary files wastes storage space and increases data breach risk.

  
  

1. Legal Sector

Solicitors, barristers, and legal service providers manage highly sensitive client records. Retention is critical for protecting clients — and the firm.

Common retention periods:

Document Type	Typical Retention Period
Client matter files	6 years (can vary by matter type)
Wills and probate files	Indefinite for original wills; 12 years for probate files
Contracts and agreements	6–12 years depending on limitation period
Court case records	6 years post-completion

Tip: Always refer to SRA guidance and your firm’s professional indemnity terms before destruction.

2. Healthcare (NHS and Private)

Healthcare records are strictly regulated under NHS Records Management Code of Practice and UK GDPR.

Common retention periods:

Record Type	Retention Period
Adult patient records	8 years after treatment
Maternity records	25 years after birth of last child
Children & young people records	Until 25th birthday (or 26th if care continued past 17)
GP patient records (digital/paper)	10 years after patient leaves practice
Imaging (X-ray, MRI)	8 years (standard)

Tip: Never destroy healthcare records without following your NHS Trust or clinic’s IG policy.

3. Finance and Accounting

Financial documentation supports audits, tax returns, and regulatory compliance.

Common retention periods:

Record Type	Retention Period
Invoices & receipts	6 years (HMRC requirement)
Payroll & PAYE records	3–6 years
Bank statements & reconciliations	6 years
VAT records	6 years (HMRC)
Pension records	Permanent or as advised

Tip: For companies subject to audit, consider retaining records slightly beyond the HMRC minimum to support future audits.

4. Local Government and Public Sector

Councils and government agencies hold a mix of citizen, legal, and operational records, often under the Local Government Act and Public Records Act.

Common retention periods:

Document Type	Retention Period
Council tax & rates records	6 years
Housing and tenancy records	12 years after end of tenancy
Planning applications & building control	Permanent or 15+ years
Committee minutes & agendas	Permanent
Electoral registration records	15 years

Tip: The Local Government Association (LGA) and The National Archives provide sector-specific retention schedules.

5. HR and Employee Records

Every organisation, regardless of sector, must manage HR records responsibly.

Common retention periods:

Record Type	Retention Period
Personnel files	6 years after employment ends
Recruitment records (unsuccessful)	6–12 months
Disciplinary records	6 years post-resolution
Training and qualifications	Duration of employment
Health & safety records	40 years for exposure records

Best Practices for Managing Retention

1. Create a Retention Schedule: Document how long each record type is kept.

2. Review Regularly: Schedule annual reviews to identify files for archiving or secure destruction.

3. Digitise Where Possible: Scanned, indexed files make retention tracking and secure disposal easier.

4. Always Document Destruction: Keep a log or certificate of destruction for compliance audits.

   
   

How MDSS Can Help

We support organisations across legal, healthcare, finance, and public sectors with:

• Secure off-site document storage

• Bulk and specialist document scanning

• Retention and archiving support

• Confidential shredding with full audit trails

From keeping critical records safe to ensuring compliant destruction, we make document management simple and stress-free.

Not sure how long to keep your records?Our team can help you create a retention schedule that ticks every compliance box.

Get in touch for a confidential consultation.