High Court / District Registry, County Court and Family Court

Record Retention and Disposition Schedule

Please note that not all of the records and systems referred to in this schedule will be used by every County Court, Family Court or High Court / District Registry.

Even if entries in this schedule do not specify the format, type or medium in which those records are held, the retention periods specified apply to those records, whether they are held in manual or electronic form and in whatever format.

Ongoing complaints / Ombudsman investigations - Any files which relate to an ongoing complaint or Ombudsman investigation should be removed from the filing run and kept separately. It should be retained until the matter has been resolved.

Government Departments, Agencies, and all other public sector bodies, are instructed to retain any and all documents; correspondence; notes; e-mails and all other information – however held – which contain or may contain content pertaining directly or indirectly to the sexual abuse of children or to child protection and care. For the purposes of this instruction, the word “children” relates to any person under the age of 18.

SECTION A - High Court / District Registry records schedule
NO
/
DESCRIPTION
/
ACTION
1. / Queen’s Bench files / Destroy 7 years after date of last paper.
Files of local or historical interest must be retained for 30 years and then sent to the local record office.
2. / Chancery files / Destroy 7 years after date of last paper.
Files of local or historical interest must be retained for 30 years and then sent to the local record office.
3. / Admiralty files / Destroy 10 years after date of last paper.
Files of local or historical interest must be retained for 30 years and then sent to the local record office.
4. / Companies (winding up) files* / Destroy 15 years after date of last paper.
Files of local or historical interest must be retained for 30 years and then sent to the local record office.
5. / Divorce files*** / Destroy file 18 years after date of final order or resolution of any subsequent complaint, but at 18 year point strip out petition (and any amended petition), decree nisi, decree absolute and judicial separation orders and retain these documents for a further 82 years, i.e. 100 years in total
6. / Termination of Civil Partnership files*** / Destroy file 18 years after date of final order or resolution of any subsequent complaint, but at 18 year point strip out petition (and any amended petition) conditional order, absolute and judicial separation orders and retain these documents for a further 82 years, i.e. 100 years in total
7. / Children Act files*
(incl. Wardship and Guardianship of minors files) / Destroy18 years after date of final order or resolution of any subsequent complaint.
8. / Parental orders under s.30 of the Human Fertilisation & Embryology Act / Destroy 100 years after date of last order.
9. / District Registrar’s Cause List / Destroy 1 year after date of last entry.
10. / District Registry fee books / Destroy 7 years after date of last entry.
11. / Divorce fee books / Destroy 7 years after date of last entry.
12 / Presumption of Death applications / Destroy file 3 years after date of final order
OBSOLETE RECORDS
District Registry cause books / Destroy 7 years after date of last entry.
District Registry index cards / Destroy 7 years after date of last entry
District Registry cash book / Destroy 7 years after date of last entry.
Divorce cause books / Destroy 100 years after date of last entry.
Divorce cause cards / Destroy 100 years after date of last entry
Children Act index cards / Destroy 18 years after date of last entry
Chancery minute books / Destroy 10 years after date of last entry.
Admiralty minute books / Destroy 10 years after date of last entry.
SECTION B - County Court records schedule
NO / DESCRIPTION / ACTION
FILES
  1. 1
/ Bankruptcy files* / Destroy 20 years after the date of adjudication
  1. 2
/ Partnership files* / Destroy 20 years after the date of adjudication
[To be treated as though individual Bankruptcy file, for the purposes of retention]
  1. 3
/ Files of dismissed Bankruptcy petitions / Destroy 2 years after date of last paper
  1. 4
/ Files of withdrawn bankruptcy petitions / Destroy 2 years after date of last paper
  1. 5
/ Companies (winding up) files* / Destroy 15 years after date of last paper
  1. 6
/ Voluntary arrangement files / Destroy 7 years after date of last paper
  1. 7
/ Order to Attend for Questioning files / Destroy 2 years after date of last paper
  1. 8
/ Administration order files / Destroy 3 years after date paid, revoked or discharged
  1. 9
/ Attachment of earnings files / Destroy 3 years after date of last paper
  1. 10
/ Third Part Debt Order files / Destroy 3 years after date of last paper
  1. 11
/ Charging order files / Destroy 3 years after date of last paper
  1. 12
/ Files relating to trusts and other equity proceedings / Destroy 6 years after date of last paper
  1. 13
/ Claim files where hearing stands adjourned generally / Destroy 3 years after date of order
  1. 14
/ Judgment claim files other than where the hearing stands adjourned generally. / Destroy 2 years after date of last paper
  1. 15
/ Claim files that are not under a specific Act that go to trial or arbitration. / Destroy 3 years after date of last paper
  1. 16
/ Possession action files / Unless Judge directs otherwise:
-Where possession order is made, destroy 6 years after date of last meaningful transaction on PCOL database. (digital)
-Where possession order is not made, destroy 3 years after date of last meaningful transaction (digital)
-Destroy 3 years after date of last paper (paper)
  1. 17
/ All other claim files / Destroy 3 years after date of last paper
  1. 18
/ Court Funds files / Destroy 2 years after closure
(N.B. A file that relates to money paid into the Court Funds Office in respect of a child or children is not to be considered closed until the child or youngest named child identified in the order attains the age of 18 years and the money has been paid out. In case of any query contact the Court Funds Office (CFO) to ascertain the status of the fund.)
  1. 19
/ Personal injury cases following an award of provisional damages / Destroy 3 years after date of final award(unless the claimant was a child - see item 18 above)
  1. 20
/ Landlord and tenant files / Destroy 3 years after date of last paper (ensure that ‘original’ lease is returned to the parties either at the end of the final hearing or is sent out with the final order)
  1. 21
/ Files created under Damages (Variation of periodical payments) order 2004 / To be retained for either:
  • 100 years form the date of creation of the file; or
  • until the claimants 100th birthday (if known to the court); or
  • until the length of time specified in the Court order; or
  • until the death of the claimant (if the court is notified of this).

  1. 22
/ Certificated Bailiff files / Destroy 3 years after date of last paper
(See guidance on returning bonds before the file is destroyed).
FINANCIAL
  1. 23
/ Fee books in bankruptcy and companies (winding up) proceedings / Destroy 7 years after closure
  1. 24
/ Plaint fee books and sheets (book G) / Destroy 7 years after closure
  1. 25
/ Bailiff and office receipt books / Destroy 7 years after completion
  1. 26
/ Payable orders schedules / Destroy 7 years after date of last entry
  1. 27
/ Carbon-receipt sheets / Destroy 7 years after completion
  1. 28
/ Daily cash books / Destroy 7 years after closure
  1. 29
/ Copy bank paying-in slips / Destroy 7 years after date of last entry
  1. 30
/ Monthly statements of balance and related vouchers / Destroy 7 years after date of last entry
  1. 31
/ Attachment of earnings fee books / Destroy 7 years after date of last entry
  1. 32
/ Suspense account books / Destroy 7 years after date of last entry
  1. 33
/ Bills of sale index / Destroy 7 years after date of last entry
  1. 34
/ Deeds of arrangement index / Destroy 7 years after date of last entry
  1. 35
/ Copies of bills of sale and deeds of arrangement / Destroy 7 years after date of last entry
  1. 36
/ Bailiff mileage records / Destroy 7 years after date of last entry
  1. 37
/ Bank reconciliation records / Destroy 7 years after date of last entry
  1. 38
/ Miscellaneous fee books / Destroy 7 years after date of last entry
  1. 39
/ Fee exemption/remission applications (approved) / Destroy 2 years after the end of the relevant financial year
  1. 40
/ Fee exemption/remission register / Destroy 7 years after date of last entry
  1. 41
/ Refund documentation (Refund Authorisation forms) / Destroy 7 years after date of last entry
  1. 42
/ Record of AP1s / Destroy 7 years after date of last entry
  1. 43
/ General cash summary book / Destroy 7 years after date of last entry
  1. 44
/ Listing feed back (book h) - Hearing fee book / Destroy 7 years after date of last entry
  1. 45
/ Government Procurement Card (GPC) statements / Destroy 7 years after date of last entry

CASEMAN REPORTS **

  1. 46
/ Postal reconciliation reports / Destroy 7 years after date of last entry
  1. 47
/ Bailiff verification reports / Destroy 7 years after date of last entry
  1. 48
/ Pass-through verification reports / Destroy 7 years after date of last entry
  1. 49
/ Counter verification reports / Destroy 7 years after date of last entry
  1. 50
/ Daily attachment of earnings fee sheet reports / Destroy 7 years after date of last entry
  1. 51
/ Accumulative attachment of earnings fee sheet reports / Destroy 7 years after date of last entry
  1. 52
/ Daily warrant fee sheet reports / Destroy 7 years after date of last entry
  1. 53
/ Accumulated warrant fee sheet reports / Destroy 7 years after date of last entry
  1. 54
/ Daily control sheets / Destroy 7 years after date of last entry
  1. 55
/ Summary of bailiff credit notes / Destroy 7 years after date of last entry
  1. 56
/ End of day reports / Destroy 7 years after date of last entry
  1. 57
/ Ad-hoc payout reports / Destroy 7 years after date of last entry
  1. 58
/ Amendment verification reports / Destroy 7 years after date of last entry
  1. 59
/ Resolve overpayment reports / Destroy 7 years after date of last entry
  1. 60
/ Court funds office reports / Destroy 7 years after date of last entry
  1. 61
/ Retention summary reports / Destroy 7 years after date of last entry
  1. 62
/ Pre-payout lists / Destroy 7 years after date of last entry
  1. 63
/ Payment summary reports / Destroy 7 years after date of last entry
  1. 64
/ Attachment of earnings authorisation lists / Destroy 7 years after date of last entry
  1. 65
/ End of accounting period reports / Destroy 7 years after date of last entry
  1. 66
/ CCBC reports / Destroy 3 years after date of last entry
  1. 67
/ Electronic transfer reports / Destroy 1 year after date of last entry
  1. 68
/ Unallocated warrant reports / Destroy 1 year after date of last entry
  1. 69
/ DMS reports / Destroy 6 months after date of last entry

MISCELLANEOUS

  1. 70
/ All records earlier than 1850 in date / Offer to local record office
  1. 71
/ Registers of petitions and receiving orders in bankruptcy / Offer to local record office after 30 years
  1. 72
/ Circuit judges/ district judges notebooks / Destroy after 5 years, but select 1 notebook per judge and offer to local record office after 30 years
  1. 73
/ All cause/hearing lists / Destroy 1 year after date of last entry
  1. 74
/ Taxing officer’s books (bankruptcy) / Destroy 2 years after date of last entry
  1. 75
/ Companies act registers (petitions and winding-up files) / Destroy 15 years after the date of last entry
  1. 76
/ Warrants of execution, possession and delivery / Destroy 2 years after date of warrant
  1. 78
/ Orders of commitment / Destroy 1 year after execution or dismissal
  1. 79
/ Compensation (ex gratia) claims / Destroy after 5 years (complaint files where there has been no pay-out can be destroyed after 3 years)
  1. 80
/ Other correspondence (other than case related correspondence) / Destroy after 1 year
  1. 81
/ Certificates of judgement / Destroy 2 years after date of certificate
  1. 82
/ Taxed bills of cost / Destroy 1 year after date of bill
  1. 83
/ Statutory demands, applications to set aside / Destroy 2 years after date on paper
  1. 84
/ BMS returns / Destroy 1 year after date of last entry
  1. 85
/ Bailiff daily record sheets / Destroy 2 years after date of last entry
  1. 86
/ Outstanding warrant lists / Destroy 1 year after date of last entry
  1. 87
/ State of work returns / Destroy 1 year after date of last entry
  1. 89
/ Non-financial statistical information (reports, returns and statements) / Destroy 1 year after date of last entry
  1. 90
/ Trial bundles / Destroy if not collected by parties at end of hearing or on a date agreed with the court
  1. 91
/ Hearing tapes / Civil courts: re-use once after 3 years unless there is judicial direction in a particular case, then destroy inaccordance with MoJ guidance.
Family courts: keep for 6 years and then destroy in accordance with MoJ guidance*
  1. 92
/ Hearing Digital Audio Recording (DAR) - CD media, if Master audio file is not stored on the DARTS Server / Civil courts: re destroy after 3 years inaccordance with MoJ guidance unless there is judicial direction in a particular case
Family courts: keep for 6 years and then destroy in accordance with MoJ guidance*
  1. 93
/ Hearing Digital Hearing Audio Recording (DAR) where Master audio file is stored on the DARTS Server / Automatically destroyed after 7 years unless there is judicial direction in a particular case
  1. 94
/ Hearing Tape/ Hearing Digital Hearing Audio Recording (DAR) logs / Destroy once tape / DAR to which it refers is either re-used or erased
  1. 95
/ Warrant requests / Destroy 2 years after date of request
  1. 96
/ Copy T&S claim forms sent to CSL / Destroy 1 year after date of last entry
  1. 97
/ CSL transaction report / Destroy 1 year after date of last entry
  1. 98
/ Critical logs forsigning keys in and out / Destroy 1 year after date of last entry
  1. 99
/ Performance DATA quality checks and quality returns / Destroy 1 year after date of last entry
OBSOLETE RECORDS (Including records shortly to become obsolete)
Administration order record cards / Destroy 3 years after last entry
Execution and commitment books (books K, home and foreign) / Destroy 3 years after completion
Attachment of earnings index cards / Destroy 3 years after date of last entry
Foreign summons books / Destroy 2 years after date of last entry
Debtor and creditor cash books and sheets / Destroy 3 years after completion
Court record cards / Destroy 6 years after last entry
N318s from foreign courts / Destroy after 3 years date on form
Bills of costs record books / Destroy 3 years after date of last entry

*Reflects change of retention period so that audio recordings are available should more than 3 years pass before an appeal is heard

SECTION C - Family Court records schedule
NO / DESCRIPTION / ACTION
1 / Divorce, judicial separation and nullity files / Destroy file 18 years after date of final order or resolution of any subsequent complaint, but at 18 year point strip out petition (and any amended petition), decree nisi, decree absolute and judicial separation orders and retain these documents for a further 82 years, i.e. 100 years in total
2 / Divorce index cards / Do not destroy unless digitised. If digitised destroy 25 years after date of last entry.
3 / Termination of Civil Partnership files*** / Destroy file 18 years after date of final order or resolution of any subsequent complaint, but at 18 year point strip out petition (and any amended petition), conditional order, absolute and judicial separation orders and retain these documents for a further 82 years, i.e. 100 years in total
4 / Parental orders under s.30 of the Human Fertilisation & Embryology Act / Destroy 100 years after date of last order.
5 / Adoption files (including Minute Books) / Destroy 100 years after date of last paper
6 / Placement files (where kept separately to the Adoption file) / Destroy 18 years after date of final order or resolution of any subsequent complaint.
7 / Family law act files / Destroy 3 years after date of final order or resolution of any subsequent complaint.
8 / Children Act files / Destroy 18 years after date of final order or resolution of any subsequent complaint.
9 / Files of proceedings under specified Acts [unless specifically referred to elsewhere in this schedule]
For example:
Inheritance [Provision For Family & Dependants] Act
Matrimonial Causes Act
Married Woman’s Property Act / Destroy 3 years after date of final order or resolution of any subsequent complaint.Subject to the local record office not seeking to retain them by virtue of Section 3(6) of the Public Records Act 1958.
Files of local or historical interest as selected by the Local Archivist must be retained for 30 years and then sent to the local record office.
10 / Court Registers whether held electronically or in paper / Permanent preservation.
To be transferred to the local record office no later than 30 years after their creation by virtue of Section 3(4) of the Public Records Act 1958.
Subject to agreement between individual magistrates’ courts and their local record office, these registers may be microfilmed to the standards described in British Standards BS1153: 1992 and BS 6498:1991 not earlier than two years after the date of the last entry, following which the original paper documents should then be appropriately destroyed. NOTE: When transferred to record offices they remain closed (i.e. not accessible to the public) until 100 years old in accordance with Data Protection and Rehabilitation of Offenders legislation.
11 / Unverified Court Registers / Destroy 1 year after date of last entry
12 / Court Split / Diary pages / Destroy 1 year after date of last entry
13 / Declaration of Parentage Orders and where still appropriate, Affiliation Orders (the latter obsolete after 1989). / Destroy when child reaches 25 years of age
14 / Maintenance files (including REMO, UKME and Child Support Agency cases) / Destroy 3 years after cessation of final order
(NB: If the cessation date of a REMO order is unclear then ask the OSPT REMO unit to contact the relevant national authority).
15 / List of Transactions (Maintenance) / Keep for duration of order and destroy 3 years after cessation.
16 / Write-off List (Maintenance) / Destroy 6 years after date of last entry
17 / Variations List (Maintenance) / Destroy 3 years after date of last entry
18 / Amendments List (Maintenance) / Destroy 3 years after date of last entry
19 / Transfer Register (Maintenance) / Retain for 25 years then local record office to assess retention by virtue of Section 3(6) of the Public Records Act 1958
NOTE: When transferred to record offices they remain closed (i.e. not accessible to the public) until 100 years old in accordance with Data Protection and Rehabilitation of Offenders legislation
FINANCIAL RECORDS – MAINTENANCE PAYMENTS
20 / Suspense List / Destroy after 6 years
21 / Cancelled Cheques: i.e. those returned to and retained by the court and replacement cheques issued to the same or a new payee / Destroy after 6 years
22 / Dishonoured Cheques List / Destroy after 6 years
23 / Cash List (Reports of payments in) / Destroy after 6 years
24 / Till Receipts / Where kept separately destroy after 6 years
25 / Paying-in Books / Destroy after 6 years
26 / Bank Statements / Destroy after 6 years
27 / Presented Cheques List / Destroy after 6 years
28 / Cheques Printed List / Destroy after 6 years
29 / Un-presented Cheques List / Destroy after 6 years
30 / Bank List / Destroy after 6 years
OBSOLETE RECORDS
Guardianship papers (obsolete after 1989). / Destroy when child reaches 25 years of age
Files of proceedings under (obsolete after 2011):
  • Law Of Property Act
  • Matrimonial Causes Rules
  • Matrimonial Homes Act
  • Matrimonial Proceedings [Magistrates Court] Act
/ Destroy 3 years after date of final order or resolution of any subsequent complaint. Subject to the local record office not seeking to retain them by virtue of Section 3(6) of the Public Records Act 1958.
Decree of presumption of death / dissolution (obsolete after 2014) / Destroy 18 years after cessation of order

*Please note that these files can be sent to outside storage after 7 years. For details consult the Records Management Services Handbook