How to Build a Document Retention Policy That Works

A well-structured document retention policy isn’t just a compliance tool but a smart business asset. It helps you stay organised, reduce risk, and avoid the cost and clutter of holding onto records longer than necessary.
At United Supplies Document Storage, we help businesses across the North East take control of their archives.

Here’s how to build a retention policy that actually works—for your team, your regulators, and your bottom line.

1. Know What You’re Storing

Start by auditing your documents. What types of records do you hold—digitally and physically?
Common categories include:

• Financial and tax records
• HR and employee files
• Contracts and legal documents
• Client files and project records
• Health and safety documentation

Understanding what you have is the first step to knowing what to keep, and for how long.

2. Define Retention Periods

Each document type has its own legal or operational lifespan.
For example:

• Tax records – typically 6 years
• Employee records – 6 years after termination
• Contracts – 6 years after expiry (or longer if litigation is possible)

We can help you align your policy with UK regulations and industry best practices.

3. Set Clear Rules for Disposal

Once a document reaches the end of its retention period, it should be securely destroyed.
That means:

• Certified shredding for paper records
• Permanent deletion for digital files
• Documented proof of destruction for audit trails

We offer a full secure shredding service so you can clear space without compromising compliance.

4. Make It Easy to Follow

A retention policy only works if your team can use it.
That means:

• Clear categories and timelines
• Simple instructions for storage, recall, and disposal
• A central point of contact (we can help with that too)

We act as an extension of your office, helping you manage files day-to-day, not just store them.

5. Review and Update Regularly

Laws change. So do your business needs.
Review your policy at least once a year to:

• Reflect new regulations (like GDPR updates)
• Remove outdated categories
• Improve efficiency and reduce storage costs

We can help you audit your archive and keep your policy working for you, not against you.

Need help building or reviewing your retention policy?
Get in touch with United Supplies Document Storage and let’s make your records work smarter, not harder.