Useful Document Storage Information
Listed below are the retention schedules for a range of business records. The categories included are
Admin ~ Company ~ Employment ~ Financial ~ Health & Safety ~ Insurance ~ Legal ~ Pensions ~ Sales Records ~ Transport
Archive Retention Schedule
| Archive category |
Specific archive type | Retention period | Reason for retention |
| COMPANY RECORDS |
Board minutes Board committee minutes Notice of general and class meetings Minutes of general and class meetings |
Permanently Permanently Permanently Permanently |
Legal |
| Report and accounts (signed copy) |
Permanently | Commercial | |
| Trust deeds Written resolutions Company registers Articles of association Change of name Circulars to shareholders Seal book Forms of application for shares, debentures etc Forms of acceptance and transfer |
Permanently Permanently Permanently Permanently Permanently Permanently Permanently Permanently Permanently |
Legal Legal Legal Legal Legal Legal Legal Legal Legal |
|
| Share transfer forms Annual meeting proxy and polling cards Share dealing and administration |
Permanently 3 months after meeting if no poll demanded, 1 year if poll demanded or meeting convened by court 12 years after action has ended |
Legal Commercial Legal |
|
| Trade and service mark documents |
10 years after cessation of registration | Legal | |
| Requests for designating or redesigning accounts Letters of request Allotment sheets Redemption discharge forms or endorsed certificates Forms of conversion Signed forms of nomination Letters of indemnity for lost certificates |
Permanently Permanently Permanently 7 years after date of redemption 7 years after date of conversion Permanently Permanently |
Legal Legal Legal Legal Legal Legal Legal |
|
| Stop notices and other court orders Powers of Attorney |
Permanently Copy to be retained permanently |
Legal Legal |
|
| Paid dividend & interest warrants Dividend and interest mandates Cancelled share/stock certificates |
12 years after date of payment Until account closed 1 year |
Legal Legal Legal |
|
| Notification of change of address |
2 years | Legal |
Please note
All material on this website is based on the working practices of
Ardington Archives and is intended for guidance purposes only.
While every reasonable effort has been made to verify the accuracy
of the information provided, no liability can be accepted in respect
of any errors or discrepancies and the content of the website is
not intended to be relied upon for legal purposes.
