Document destruction for legal firms.
Legal firms handle some of the most sensitive personal and financial data of any profession. Your obligations under the SRA Code of Conduct and UK GDPR require more than simply deleting digital records — physical documents must be destroyed securely, with a documented audit trail. We provide exactly that.
Requires secure handling of client data throughout its lifecycle, including at the point of disposal.
Requires that personal data is processed securely and not retained longer than necessary.
Recommends documented destruction of client files at end of retention period.
Why legal firms have specific document destruction requirements.
Legal firms occupy a position of particular trust. Clients disclose some of the most sensitive personal, financial and family information they will ever share with any professional — and that information exists not only in digital systems but in physical files, correspondence, notes and signed documents.
The SRA Code of Conduct requires solicitors to keep client information confidential throughout the lifetime of the retainer and beyond. This obligation does not end when the file is closed — it extends to the secure disposal of client documents when they are no longer required. Simply placing files in a general waste or recycling bin is a potential breach of client confidentiality and a GDPR violation.
The Law Society's practice guidance recommends that file destruction should be documented, with a certificate confirming secure disposal. This certificate becomes part of your compliance records and provides evidence that you have met your obligations should your data handling ever be questioned by a client, the SRA or the ICO.
The duty to keep client information confidential continues after the retainer ends. Secure physical destruction of client documents is required when files are no longer retained.
Personal data must be processed in a manner that ensures appropriate security, including protection against unauthorised disclosure at the point of disposal.
Personal data should not be retained longer than necessary for the purpose for which it was collected. Once the retention period is met, secure destruction is required.
The Law Society recommends that file destruction is documented. A certificate of destruction from a certified provider satisfies this recommendation.
Every type of legal document accepted.
All paper-based legal documents accepted. No need to sort or prepare — everything goes in together.
Complete client files at end of retention period — correspondence, notes, documents and all file contents.
Original signed contracts, deeds, agreements and legal instruments no longer required for active matters.
Completed conveyancing matter files, title documents, correspondence and supporting paperwork at end of retention.
Family matter files including divorce proceedings, financial disclosure, children act documents and correspondence.
Commercial contracts, shareholder agreements, board minutes, due diligence and corporate transaction documents.
Completed litigation matter files, court documents, witness statements, pleadings and correspondence.
Completed probate files, estate administration documents, will copies and beneficiary correspondence.
Employment tribunal files, settlement agreements, HR correspondence handled on behalf of clients.
Day-to-day office correspondence, client communications, internal documents and administrative paperwork.
How long should a solicitor keep client files?
Retention periods vary by matter type. These are general guidelines — always refer to your own risk assessment and the specific circumstances of each matter.
| Matter type | Recommended retention | Basis |
|---|---|---|
| Conveyancing (freehold) | 12 years From completion of matter | Limitation Act 1980 — deeds under seal |
| Wills & probate | Indefinitely / life of client Original wills often retained permanently | Law Society recommendation |
| Commercial contracts | 6 years From end of contract or last action | Limitation Act 1980 — simple contracts |
| Employment matters | 6 years From closure of matter | Limitation Act 1980 |
| Family law (children) | Until child turns 25 Or 6 years from closure if later | Best practice guidance |
| Litigation | 6 years From conclusion of proceedings | Limitation Act 1980 |
| Criminal defence | 6 years From completion of matter | Law Society practice note |
| General correspondence | 2–6 years Depends on content and context | Risk-based assessment |
This table is for general guidance only and does not constitute legal advice. Refer to the Law Society's practice note on file retention for full guidance.
Services suited to legal firms.
Regular weekly, fortnightly or monthly collections for ongoing office confidential waste. Plans from £33/month. Certificate issued after every visit.
For file closure procedures requiring witnessed destruction. Our mobile unit comes to your premises and shreds documents while you watch. Certificate issued same day. From £125.
One-off bulk clearouts for files reaching end of retention period. No contract required. Ideal for annual archive purges or storage room clearouts. From £55.
Fixed prices. Published upfront.
No hidden fees, no quotes that take days to arrive. The price you see is the price you pay. Certificate of destruction included with every collection.
Trusted by businesses across the region.
"Professional, reliable and completely straightforward. The certificate of destruction is issued every time without fail — exactly what we need for our compliance records."
"Switched to Clearcut for our file destruction programme. Transparent pricing, no hidden fees and the documentation is exactly what our compliance officer requires. Highly recommend."
Serving legal firms across three counties.
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We work with solicitors and legal firms across Dorset, Hampshire and Wiltshire. Tell us your requirements and we'll confirm a price the same day.
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