Why financial services businesses choose MDSS for document storage:
Secure storage aligned to FCA, HMRC, and UK GDPR record-keeping requirements
Full chain-of-custody documentation — every document movement tracked and auditable
Same-day retrieval for urgent compliance, audit, or client file requests
Scan-on-demand: files scanned and emailed within hours without physical retrieval
Certificate of destruction issued for all end-of-retention shredding jobs
Barcode-indexed inventory with complete visibility of all stored documents
Flexible commercial contracts scaling with your firm’s growth and regulatory changes
Retention schedule management aligned to FCA, HMRC, and Companies Act requirements
Suitable for accountancy firms, IFAs, insurers, mortgage brokers, and banks
Dedicated account manager experienced in supporting regulated financial sector clients
Records Management for a Regulated Sector
Financial services firms operate under some of the most demanding record-keeping obligations of any sector. FCA-regulated businesses must retain client records for defined periods — typically five to seven years depending on the product or service type. HMRC requirements add further obligations around financial records, with tax-related documents generally retained for six years. Companies Act obligations apply on top.
Managing that volume of records in-house carries real risk. Documents stored insecurely, retained beyond their required period, or disposed of without proper destruction can all constitute compliance failures with material consequences. MDSS provides financial services firms with a fully managed off-site records solution built around the sector’s specific retention and compliance requirements.
FCA and HMRC-Aligned Record Retention
Our team works with financial services clients to implement retention schedules that reflect FCA guidance, HMRC requirements, and Companies Act obligations. We monitor retention periods for all stored documents, alert you when records approach end of retention, and manage destruction compliantly — issuing a certificate of destruction for every job.
For firms subject to FCA supervision, maintaining an auditable record of document handling is not optional. Our chain-of-custody documentation records every access, retrieval, and disposal event — giving your compliance team the evidence it needs if the FCA or an auditor ever requests a records management audit.
Secure, Auditable Storage for Client and Regulatory Files
Client files, transaction records, suitability reports, compliance correspondence, and regulatory submissions all require secure storage with restricted access and a clear audit trail. Our facilities operate with controlled entry, CCTV monitoring, and fire protection. Access is logged at every stage — you can see exactly who accessed a file and when.
We provide a Data Processing Agreement as standard, meeting the requirements placed on your firm as a data controller under UK GDPR. For FCA-regulated firms, our processes support your compliance with SYSC record-keeping rules and the MiFID II and Consumer Duty documentation requirements where applicable.
Fast Access When Compliance Demands It
Regulatory requests, client complaints, and audit requirements all demand fast access to specific documents. Our same-day retrieval service delivers files to your office promptly for urgent requests. Scan-on-demand provides digital copies of stored documents within hours — useful for compliance teams and client-facing staff who need to reference records without waiting for physical retrieval.
We work with accountancy practices, IFAs, mortgage brokers, insurers, wealth managers, and banking institutions across the UK. Contact us to discuss your current records management arrangements and regulatory obligations — we will advise on how our service can support your compliance framework.
Our Financial services
Document Storage
Free up your office space and protect your business records with our secure, fully managed off-site document storage — GDPR-compliant and accessible whenever you need it.
Ultra-secure facility
Full CCTV coverage
Fire-proof & climate-controlled
Barcode-indexed inventory
Flexible retrieval options
Document Scanning
Convert your paper records into secure, searchable digital files — reducing your physical archive and giving your team instant access to the documents they need.
High resolution scanning
Smart indexing & metadata capture
Ability to scan up to size A0
Integration into client systems
Flexible pricing models
Document Shredding
Dispose of sensitive business records safely and compliantly. Our confidential shredding service provides certified destruction — with a full audit trail and certificate of destruction as standard.
Certified destruction
Absolute irrecoverability
Compliant with industry standards
Chain of custody
Secure collection & transport
Frequently Asked Questions
FCA retention requirements vary by product and activity type. As a general rule, client records for investment services must be retained for five years, extending to seven years in some circumstances. Mortgage and insurance records typically require five-year retention. HMRC requires financial and accounting records to be retained for six years from the end of the relevant accounting period. We can help you build a retention schedule that addresses FCA, HMRC, and Companies Act requirements for your specific activities.
Our storage service supports FCA compliance by providing the secure, access-controlled environment and auditable chain-of-custody documentation that regulated firms require for their record-keeping obligations. We provide a Data Processing Agreement under UK GDPR and can supply the documentation needed for your compliance file. We are not ourselves FCA-regulated, but our processes are specifically designed to support the record-keeping requirements of firms that are.
Yes. We work with financial services clients to implement retention schedules aligned to FCA guidance, HMRC requirements, and Companies Act obligations. We monitor retention periods for stored documents, alert you when records approach end of retention, and manage certified destruction on your instruction.
Our chain-of-custody records document every movement, access, and disposal event for your stored documents. If you receive a regulatory request or audit, we can provide a complete access and movement history for any document held with us — supporting your firm’s ability to demonstrate compliant record-keeping.
Yes. Our service scales from sole practitioner IFAs and small accountancy practices through to large financial institutions with multi-site requirements. The compliance obligations are consistent across firm sizes, and our service is designed to meet them regardless of volume.
Financial documents are stored in access-controlled, CCTV-monitored facilities with restricted access. Every interaction with your files is logged and auditable. We operate as a data processor under UK GDPR, provide a Data Processing Agreement, and maintain chain-of-custody records throughout. Certified destruction is carried out at end of retention.
Yes. Bulk scanning converts physical archives into searchable digital files. Scan-on-demand provides digital copies of individual stored documents within hours. Both services are operated under GDPR-compliant processes with a full audit trail — useful for compliance teams needing fast access to records without physical retrieval.
