74. Client and Project File Retention Policy
74.1. This policy sets out how Architecture North Ltd manages, stores, and retains client and project files.
74.1.1. It ensures compliance with legal, regulatory, and contractual obligations, while safeguarding client confidentiality and company records.
74.2. This policy applies to all employees, contractors, and anyone handling client and project-related files on behalf of Architecture North Ltd.
74.2.1. It covers both physical and digital documents, including but not limited to:
74.2.1.1. Contracts and agreements
74.2.1.2. Drawings and design files.
74.2.1.3. Planning applications and approvals.
74.2.1.4. Correspondence (letters, emails, meeting notes)
74.2.1.5. Reports and calculations
74.2.1.6. Financial records relating to projects
74.3. Architecture North Ltd is committed to:
74.3.1. Protecting client information from unauthorised access, alteration, or deletion.
74.3.2. Retaining project files for the legally required timeframes.
74.3.3. Disposing of files securely once retention periods expire.
74.3.4. Ensuring all staff follow consistent file management practices.
74.4. Digital Files must be stored in the Company’s secure servers or approved cloud storage.
74.4.1. Employees must not save client files to personal devices or external drives.
74.4.2. Access is restricted to authorised employees based on role and project involvement.
74.5. Digital Files – Must be permanently deleted from servers and recycle bins using secure deletion methods.
74.5.1. Physical Files – Must be shredded or disposed of through approved confidential waste services.
74.5.2. Employees are prohibited from taking copies of client files for personal use.
74.6. All Employees are responsible for proper handling, storage, and secure disposal of client/project files.
74.6.1. Line Managers are responsible for ensuring files are completed, archived, and retained correctly after project closure.
74.6.2. Management are responsible for overseeing compliance with retention requirements and authorising secure disposal.
74.7. Failure to comply with this policy may result in disciplinary action and, where applicable, legal consequences for breach of data protection laws