Storing business documents and archives: what to keep and how

Many businesses need to keep paper records for years, but they do not need them in the office. A small self storage unit is a simple, low-cost home for archive boxes, as long as you keep them dry, label them well and protect any personal data inside. Here is how long common records need to be kept and how to store them properly.

How long should you keep business records?

The rules depend on the type of business and the type of record. For tax and accounts, gov.uk sets out the main periods:

For limited companies, gov.uk says you may need to keep records for longer in some situations, for example if a transaction covers more than one accounting period, the company buys an asset expected to last more than six years, the tax return was sent late, or HMRC has started a compliance check. Other records, such as employment, health and safety or contract paperwork, can have their own periods. If you are not sure, check with your accountant or adviser before throwing anything away.

Keeping paper dry and in good condition

Damp is the main enemy of paper. Mould, curling and faded ink can make records unusable. To protect them:

• Choose an indoor unit in a dry, well-maintained building. Some stores offer climate-controlled units, which can help for very long-term archives. A container can work, but ask about ventilation and condensation. Our guide to container vs indoor storage explains the differences.
• Use proper archive boxes with lids, all the same size so they stack safely. Do not overfill them, as heavy boxes crush the ones below.
• Keep boxes off the floor on shelving or pallets, so a small leak or spill does not reach them.
• Leave a gap from the walls to let air circulate.
• Avoid plastic bags that trap moisture against paper.

Indexing your boxes

An archive is only useful if you can find things in it. A few minutes of labelling saves hours of digging later.

1. Number every box and write the number on at least two sides and the lid.
2. Label the contents and date range, for example "Purchase invoices, Apr 2024 - Mar 2025".
3. Add a destroy-after date based on your retention period, so you know when a box can be securely disposed of.
4. Keep a master list in a spreadsheet with box number, contents, date range, shelf location and destroy date.
5. Store by year so the oldest boxes, due for disposal first, are easy to reach.

Review the list once a year and shred anything past its date. That keeps your unit from slowly filling up with paper you no longer need.

Data protection basics

Many business records contain personal data, such as customer details, staff files or payroll. Under UK GDPR, you still have to protect that data when it is in storage. A few principles from the ICO's guidance on storage limitation and good practice:

• Do not keep personal data longer than you need it. The ICO says you should be able to justify how long you keep it, and a written retention policy helps.
• Keep it secure. Choose a site with good security, use a strong lock, and limit who in your business has access to the unit.
• Know what is where. Your index should make it clear which boxes hold personal data.
• Dispose of it securely. Shred or use a confidential waste service, rather than putting papers in the general bin.

This is general information only. For your own situation, check the ICO's guidance or speak to a data protection adviser.

What size unit do you need?

Archives are compact if you stack them on shelving, so many businesses only need a small unit. Count your boxes, allow space for shelving and a narrow aisle, and add room for a few more years of records. Our size guide helps you work it out, and the business storage guide covers contracts and VAT.