Archiving of paper files

We maintain an account for the archiving of paper client files with Iron Mountain. You should not hang on to hard-copy files for long after the matter has finished. Instead, follow this process and your files will be collected and stored for up to 21 years (depending on the type of file, you are asked to set a period from 15 to 21 years on the Archiving Form). At the end of the relevant storage period, you will be given the option of a longer retention period, where we are so permitted by UK GDPR, or the files will be destroyed. Files are archived in boxes and you should wait until you have a full box of files before requesting a collection. You must follow the guidance in the Archiving Form. You must keep correspondence and general papers separate from deeds and any other original papers which are to be preserved. Original wills, share certificates and important documentation must not be archived as they will be destroyed at the end of the storage period. Precious documents must be returned to the client. In exceptional cases, where we must keep the deeds and the client cannot or will not, then we can archive deeds. We would typically look to charge the client a nominal fee for this of £50 per box. This does not cover the actual cost, but it does give a value to the service. In exceptional cases, the Admin Team can agree to waive this fee, but this should be used sparingly. There is a separate Deed Storage Form.

This is the process for the archiving of files:

1. You should acquire a sufficient number of archive boxes with dimensions of 254H x 330W x 381D (mm). These may be purchased from any number of Internet sites, although we recommend R-Kive Boxes from Viking Direct where they are sold in packs of 10. Amazon also sell these.
2. Place your files in boxes and complete the Archiving Form for each box. You should try to make sure that boxes are reasonably full since we pay for storage on the basis of cubic footage rather than weight. Write your name, the date and a box number on the outside of each box and remember to enter the corresponding box number in section 1 of the Archiving Form. Sign the form to confirm that the box contains no deeds or similar important documents which are to be preserved (these are to be returned to the client).
3. Email completed Archiving Forms to the Administration Team together with a preferred date, time and place for collection of such boxes. You should note that our archiving supplier, Iron Mountain cannot specify a pick-up time, but they do specify a pick-up date.
4. Once the boxes have been collected and sent to Iron Mountain, you will receive back the Archiving Forms together with the corresponding Iron Mountain reference codes. You should save these Archiving Forms as you will need the box reference code to retrieve a file.

Files can only be archived with a client/matter number. Where the matter never became active, and thus where there is no client and matter number, use Keyed-In to open a new client and matter for archiving purposes only and state this in the Additional Information section.

You should not store paper files at your office unless you are actively using them. Any physical files you are not archiving and don't need should be securely shredded (see Destruction of files).

Hint: It's best to avoid archiving files that you expect to recall in the near future since retrieval is expensive. Typically, the cost of doing so is passed on to a client. Where this is possible you should advise the Administration Team of the file number.