Retention versus storage: how long client files should stay
Keeping every box “just in case” is not a retention policy. We walk through how Eden-region practices decide timelines without losing needed history.
Storage answers where a file lives. Retention answers how long it must remain — and when it should leave. Confusing the two fills Mossel Bay cupboards with boxes that nobody can defend, while newer matters compete for shelf space.
Start by listing record categories: engagement letters, identity copies, working notes, invoices, and correspondence. For each category, note any statutory or professional minimum. Where no hard rule applies, pick a business reason you can explain to a client or regulator, then write the date logic on the box label itself.
Digital copies need the same honesty. A scanned file that lives forever on a shared drive is still a retained record. Align deletion schedules with paper disposal so you do not shred the folder while leaving the PDF untouched.
When Workspace Rowanfield drafts retention guidance, we walk the archive with the people who retrieve files weekly. They know which boxes are truly referenced and which survive only because disposal feels final. A short pilot — disposing of one low-risk category with a documented method — builds confidence before larger clear-outs.