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  • FIRST POST
    • Doobop
    • By Doobop 11th Feb 18, 4:57 PM
    • 203Posts
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    Doobop
    How long to keep insurance docs?
    • #1
    • 11th Feb 18, 4:57 PM
    How long to keep insurance docs? 11th Feb 18 at 4:57 PM
    Hi, I wonder if anyone can give some advice. I have been given a large box of paper relating to a charity and I am working my way through getting rid of paperwork no longer needed. I have found guidance in gov.uk but ne thing I'm unsure about is how long to keep insurance documents? The charity has a building so has always been insured, and I have documents going back 20 + years. I don't know whether claims have been made during that time but am I safe to shred these?
    Thanks
Page 1
    • Trentenders
    • By Trentenders 11th Feb 18, 6:37 PM
    • 1,147 Posts
    • 716 Thanks
    Trentenders
    • #2
    • 11th Feb 18, 6:37 PM
    • #2
    • 11th Feb 18, 6:37 PM
    7 years old+ should be fine to get rid of, except for the EL certificates. Make sure that you keep all of them.

    As an option, could you simply scan everything (non-insurance docs also) and keep it all on file somewhere?
    • firefox1956
    • By firefox1956 12th Feb 18, 9:53 AM
    • 1,521 Posts
    • 901 Thanks
    firefox1956
    • #3
    • 12th Feb 18, 9:53 AM
    • #3
    • 12th Feb 18, 9:53 AM
    40 years for business insurance documents.
    • martindow
    • By martindow 12th Feb 18, 10:08 AM
    • 7,528 Posts
    • 4,269 Thanks
    martindow
    • #4
    • 12th Feb 18, 10:08 AM
    • #4
    • 12th Feb 18, 10:08 AM
    40 years for business insurance documents.
    Originally posted by firefox1956
    Why so long? You need to keep documents for 7 years to back up your accounts but I can't see why it needs to be for decades.
    • firefox1956
    • By firefox1956 12th Feb 18, 10:12 AM
    • 1,521 Posts
    • 901 Thanks
    firefox1956
    • #5
    • 12th Feb 18, 10:12 AM
    • #5
    • 12th Feb 18, 10:12 AM
    I was told that several years ago by my business insurance company.
    Although I have no way of showing that their statement was correct I am afraid.
    Maybe for things like asbestos claims ??
    I dont really know.
    • Pennywise
    • By Pennywise 12th Feb 18, 11:40 AM
    • 9,984 Posts
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    Pennywise
    • #6
    • 12th Feb 18, 11:40 AM
    • #6
    • 12th Feb 18, 11:40 AM
    From an official government publication:-

    "employers are strongly advised to keep, as far as is possible, a complete record of their employers!!!8217; liability insurance. This is because some diseases can appear decades after exposure to their cause and former or current employees may decide to make a claim against their employer for the period they were exposed to the cause of their illness"
    • Socajam
    • By Socajam 13th Feb 18, 9:08 PM
    • 28 Posts
    • 8 Thanks
    Socajam
    • #7
    • 13th Feb 18, 9:08 PM
    • #7
    • 13th Feb 18, 9:08 PM
    I agree with the person who suggested scanning and then get rid of the oldest documents say 30+ years ago.
    • Ozzuk
    • By Ozzuk 14th Feb 18, 9:02 AM
    • 1,295 Posts
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    Ozzuk
    • #8
    • 14th Feb 18, 9:02 AM
    • #8
    • 14th Feb 18, 9:02 AM
    Don't forget if you're keeping records that have personal data on you'll need to comply with GDPR come May 25th
    • Tom99
    • By Tom99 14th Feb 18, 9:40 AM
    • 1,958 Posts
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    Tom99
    • #9
    • 14th Feb 18, 9:40 AM
    • #9
    • 14th Feb 18, 9:40 AM
    You could just keep a note of the insurer and policy number on a spreadsheet for the very old insurance years.
    • JCS1
    • By JCS1 18th Feb 18, 2:58 PM
    • 3,626 Posts
    • 7,452 Thanks
    JCS1
    I remember something about keeping EL certificates for 40 years.
    • Savvy_Sue
    • By Savvy_Sue 18th Feb 18, 3:23 PM
    • 38,394 Posts
    • 34,995 Thanks
    Savvy_Sue
    Don't forget if you're keeping records that have personal data on you'll need to comply with GDPR come May 25th
    Originally posted by Ozzuk
    It seems to me unlikely that anything to do with EL would have any personal data on it. I know ours don't: there is nothing on the certificate / the renewal documents / the policy documents listing so much as the names of the employees covered.

    You could just keep a note of the insurer and policy number on a spreadsheet for the very old insurance years.
    Originally posted by Tom99
    In the event of a claim, I'd rather have more information than that. For example, if a former employee claims for malignant mesothelioma based on some noxious substance they were exposed to, I'd like to be able to refer to the policy documents to know what was covered. Given the way insurance companies have merged / closed / changed name and areas of business covered, it could be hard enough to trace who was now responsible for claims, so anything which saves hassle once you've done that would seem to me to be worthwhile ...

    Apart from anything else, a scan of the policy will be stronger proof of your cover at that time, rather than a policy number which again may be hard to trace back.
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