Records Retention Policy Template UK
Document Retention & Records Management Policy Template (UK)
Approx. 8 pages · 15 sectionsBranded PDF + editable WordLast reviewed:
What is a document retention & records management policy and who needs one?
A records management and retention policy defines which records you keep, where, for how long and how they are securely destroyed, applying the UK GDPR storage limitation principle and legal retention periods. Buyers ask about it for data protection, audit and contract handover, especially where you will hold their records.
Sets out records responsibilities, storage and security, retention periods, archiving and secure disposal, supporting UK GDPR storage-limitation requirements.
Why buyers ask for this
UK GDPR requires personal data to be kept no longer than necessary, and contracts often require records to be retained or handed back at the end, so buyers commonly ask how you store, retain and securely destroy records.
Who needs it
Organisations handling contract, personal or financial records.
Where it comes up in a PQQ, SQ or PSQ
Under the Procurement Act 2023, supplier selection uses the Procurement Specific Questionnaire (PSQ) plus each buyer's own conditions of participation and quality questions. Typical questions this policy supports:
- "How long will you retain contract records and personal data, and how will they be destroyed?"
- Data protection questions on storage limitation and secure disposal
- Exit and handover questions on returning records at contract end
- – Supports data protection and contract-handover questions
What's inside
The full document retention & records management policy runs to about 8 pages (including the branded cover and document control page) across 15 sections:
- Purpose
- Scope
- Roles & Responsibilities
- Document Retention Principles
- Legal & Regulatory Framework
- Categories of Records
- Retention Periods & Document Retention Schedule
- Storage & Security of Records
- Archiving & Off-Site Storage
- Disposal & Destruction
- Electronic Records, Backups & Email
- Data Subject Rights, Investigations & Legal Hold
- Training & Awareness
- Monitoring, Audit & Non-Compliance
- Review
Key points covered
- Scope and responsibilities
- Creating and storing records
- Security and access
- Retention schedule
- Archiving
- Secure disposal
- Review
Every document carries your logo, company name, version number, approval signatory and next review date, in branded PDF plus editable Word.
UK legislation, standards and guidance it references
Excerpt preview
[Your Company Ltd] (“the Company”) is committed to managing its records and information in a lawful, secure and efficient manner. The aim of this Policy is to: This Policy applies to: This Policy should be read alongside the Company’s Data Protection & Data Security Policy and any client-specific requirements on document retention.
Get your document retention & records management policy in minutes
£19.99 per policy, or £199 for all 39 policies. One-off payment.
Tender deadline this week? Download in 10 minutes.
How to adapt it
- Read every section and remove anything that doesn’t reflect how your organisation actually works.
- Complete the bracketed [ADAPT] prompts with your own arrangements, people and data.
- Have the policy approved and signed by a director or equivalent, and communicate it to staff.
- Keep evidence that you follow it, and review it by the date shown.
Document Retention & Records Management Policy FAQs
Why does the Limitation Act matter for retention?
The Limitation Act 1980 sets time limits for bringing claims, commonly six years for contract claims, so many businesses keep contract records for at least that long. The retention schedule prompts you to set periods for each record type.
What should a retention schedule include?
Each record type, its owner, the retention period, the reason (legal or business need), the storage location and the disposal method. The template includes a starter schedule to adapt.
How should records be securely destroyed?
Paper records containing personal or confidential information should be cross-cut shredded or disposed of by a certified provider, and electronic records permanently deleted from all systems and backups in line with your schedule.
How much does the Document Retention & Records Management Policy template cost?
£19.99 per policy, or £199 for all 39 policies. It is a one-off payment with no subscription, and you download branded PDF and editable Word files straight away.
General information, not legal advice. Requirements differ between buyers and change over time; always check the tender documents.