1. Introduction

1.1 This Record Retention Schedule accompanies and is incorporated into Nelsons’ Data Protection Policy.

1.2 It sets out the time periods that Client Records are retained for business and legal purposes.

1.3 The retention periods are based on business needs and legal requirements. If you maintain any types of records that are not listed in this schedule, and it is not clear from the existing record types in this Schedule what retention period should apply, please contact the Privacy Standards Team for guidance.

1.4 There will be occasions when it is necessary to store archived client files for longer periods

1.5 Special Arrangements for Private Client Files
– 1.5.1 Will files must initially be allocated a destruction date for the year 3000 to ensure they are not destroyed. On their retrieval, they should then be allocated a destruction date 12 years from the client’s death to coincide with the destruction of the probate file where applicable.
– 1.5.2 Ongoing Trust files should not be archived but should be “archived in part” – check with private client staff.
– 1.5.3 Signed accounts on Trust files are kept for 40 years.

1.6 Special Arrangements for matters involving Infants.

The destruction date period should run from the infant’s 18th birthday.

1.7 Any deviations from the retention periods in this Schedule must be approved in advance by the COLP.

2. Client Records and Matter Files

Work Type

Department

Description

Years

047 Commercial Property Secured Lending 12
075 Commercial Property Agricultural – Land Acquisition 12
076 Commercial Property Development Land – Sale 7
077 Commercial Property Development Land – Purchase 12
078 Commercial Property Plot Sales 7
079 Commercial Property Planning Advice 7
080 Commercial Property Agricultural – Tenancy 12
081 Commercial Property Lessor 12
082 Commercial Property Freehold Sale 7
082 Commercial Property Freehold Purchase 12
083 Commercial Property Lessee 12
093 Commercial Property Landlord 12
120 Commercial Property Housing – Landlord 7
031 Construction Construction – Contentious 7
033 Construction Construction – Non Contentious 12
015 Corporate & Commercial Intellectual Property 7
017 Corporate & Commercial Insolvency – Corporate 7
022 Corporate & Commercial Insolvency – Personal 7
025 Corporate & Commercial Insolvency – Practitioner Personal 7
029 Corporate & Commercial Insolvency – Practitioner Corporate 7
037 Corporate & Commercial Management Buy Out/Buy In 12
038 Corporate & Commercial Company Law 7
039 Corporate & Commercial Commercial Law 7
040 Corporate & Commercial EEC/Competition 7
041 Corporate & Commercial Intellectual Property & TBC 7
042 Corporate & Commercial Directorship Law 7
043 Corporate & Commercial Insolvency – Non Contentious 7
044 Corporate & Commercial General Commercial Advice 7
045 Corporate & Commercial Acquisitions & Disposals 8
046 Corporate & Commercial Company Formations & Reorganisation 7
048 Corporate & Commercial Commercial Agreements 7
084 Employment Employer – Non Contentious 7
085 Employment Employer – Contentious 7
086 Employment Emplus 7
087 Employment Employee – Non Contentious 7
088 Employment Employee – Contentious 7
001 Family Injunctions  7
002 Family Cohabitees Dispute  7
003 Family Change of Name  7
004 Family Adoption Private Law Current
005 Family Adoption Public Law Current
006 Family Children Private Law 7
007 Family Children Public Law Current
008 Family Divorce/Judicial Separation 7
009 Family Mediation – Separate Intake 7
010 Family Mediation – Joint Intake 7
011 Family Mediation – Child 7
012 Family Mediation – Property & Finance 7
013 Family Mediation – All Issues 7
014 Family Mediation – Private 7
021 Family Mediation – Civil 7
026 Family Welfare Benefits 7
108 Family Ancillary Relief 7
111 Family Child Support Agency 7
112 Family Education 7
016 Dispute Resolution Professional Negligence 7
018 Dispute Resolution Commercial Litigation 7
019 Dispute Resolution Private Litigation 7
020 Dispute Resolution Inheritance Claim 7
023 Dispute Resolution Judicial Review 7
024 Dispute Resolution Actions Against Police 7
027 Dispute Resolution Consumer & General 7
028 Dispute Resolution Housing – Tenant 7
030 Dispute Resolution Debt – Advice 7
032 Dispute Resolution Property Litigation 7
034 Dispute Resolution Debt Collection 7
064 Dispute Resolution Public Liability 7
065 Dispute Resolution Product Liability 7
073 Dispute Resolution Committees & Tribunals 7
089 Dispute Resolution Tribunal 7
109 Dispute Resolution OSS Interventions 7
125 Dispute Resolution Euro Defi Management 7
127 Dispute Resolution School Appeals 7
 062 Personal Injury Group Action 7
063 Personal Injury CICA 7
066 Personal Injury Clinical Negligence 7
067 Personal Injury RTA 7
068 Personal Injury Industrial Injuries 7
069 Personal Injury RTA – Small Claims 7
100 Investment Management Mortgage Procuration 12
101 Investment Management Endowment 12
102 Investment Management Pensions 7
103 Investment Management Investments – Discrete 7
104 Investment Management Investments – Non Discrete 7
105 Investment Management General Financial Advice  7
049 Probate Wills See Notes
050 Probate Administration Of Estate 13
051 Probate Trusts & Settlement Creation 7
052 Probate Trusts & Settlement Admin 7
053 Probate Taxation Advice 7
054 Probate Power of Attorney 7
055 Probate Residential Care Advice 7
056 Probate Notarial Work 7
057 Probate Court of Protection 7
058 Probate Deed of Gift 12
115 Probate Transfer of Property 12
116 Probate Declaration of Trust 13
082 Residential Property Freehold 7
094 Residential Property Residential Property – Gen Advice 7
095 Residential Property Sale 7
096 Residential Property Purchase 12
097 Residential Property Sale & Purchase 12
098 Residential Property Transfer of Equity 7
099 Residential Property Re-mortgage 7
113 Residential Property Matrimonial Conveyancing 12
06 All Agency Work 7