How Long Should You Keep Company Documents Before Shredding in Singapore?

If you’ve ever stood in front of towering stacks of paperwork wondering “Can I throw this away yet?”, you know the frustration. Your office storage room probably looks like a paper graveyard—boxes of old invoices from 2018, employee files from staff who left years ago, and contracts that expired so long ago you can’t even remember what they were for.

Here’s the thing: keeping everything “just in case” isn’t just cluttering your office—it could actually be putting your business at risk. Singapore’s data protection laws are strict, and holding onto documents longer than necessary can potentially land you in hot soup with regulators.

We’ll walk you through exactly how long you need to keep different types of documents, when it’s safe to finally toss them (properly, of course), and how to do it without accidentally breaking any rules. By the end, you’ll understand more clearly how long to retain documents and when it’s the right time to engage a professional shredding service.

Why Retaining Documents Is Important

Different departments across your organisation — from HR to finance — are required to hold documents for a certain period under local laws like the Personal Data Protection Act (PDPA) and IRAS (Inland Revenue Authority of Singapore) regulations.

However, keeping documents beyond required retention periods creates unnecessary risks:

• Increased data breach exposure
• Higher storage costs
• PDPA non-compliance penalties
• Operational inefficiencies

General Guidelines: How Long to Keep What?

Here’s a simple retention guide commonly followed by Singaporean SMEs and corporations:

Tip: When in doubt, check with your accountant or HR officer — and always lean toward secure shredding once the period has lapsed.

⚠️ Disclaimer: The following retention periods are general estimates based on common business practices and publicly available guidelines in Singapore. They are provided for informational purposes only and do not constitute legal advice. Arkiva Pte Ltd is not liable for any actions taken based on this table. Please consult your accountant, legal advisor, or compliance officer for company-specific retention requirements.

What Happens If You Hold Documents Too Long?

You might think keeping “just in case” records is harmless. But it can backfire.

• Data breach exposure: Old records can contain personal info, credit card data, or salary details.

• Non-compliance with PDPA: The longer you retain data without purpose, the higher the risk of penalties.

• Cost of physical storage: Filing cabinets and warehouse space aren’t free.

• Disorganised operations: Clutter slows productivity and increases audit complexity.

 

What Should Be Shredded (and Not Thrown Away)

Once the retention period is up, you must ensure secure disposal, not just dumping it in the bin, or selling it off to your local “karang-guni” man.

Shred anything that contains:

• Full names, NRIC, or birthdates

• Financial figures or salaries

• Bank account or credit card information

• Medical or insurance details

• Signatures or legal agreements

• Old employee or supplier files

• Cancelled cheques, payment slips

Pro tip: Even handwritten notes or meeting minutes might contain sensitive material — don’t overlook them.

 

How Arkiva Helps with Secure Shredding

At Arkiva, we help companies clear out expired documents efficiently, securely, and in full compliance.

Our services include:

• 📦 Bulk one-time clear-outs — perfect for end-of-quarter or year-end retention audits

• 🚛 GPS-tracked pickups

• 🔒 Sealed bags and bins for transport

• ✅ Certificate of Destruction provided for all jobs

• 🌱 Eco-friendly recycling of shredded materials

• 📸 Photo proof and full audit trail available upon request

Whether you’re downsizing an archive or shredding after a digital migration, we make the process smooth and traceable.

Protect Your Business with Proper Document Management

Effective document retention and secure destruction are essential for Singapore business compliance. By following legal retention periods and implementing professional shredding practices, you’ll:

• Reduce data breach risks and PDPA non-compliance
• Lower storage costs and improve operational efficiency
• Maintain audit readiness for IRAS and regulatory inspections
• Protect customer and employee privacy through secure destruction

 

Reach out to Arkiva today for a free assessment or to schedule your secure shredding service. You’ll get peace of mind — and reclaim your storage space.