When a company is struck off and dissolved, it stops existing as a legal person. In the UK, any property it still holds generally passes to the Crown. Digital records are easy to forget in the rush, and once the accounts and subscriptions lapse they often disappear with no one deciding anything.
This checklist is for directors, and for the accountants and solicitors helping them, before an application to strike off is made.
1. List where the records are
- Servers and network drives, including any in a cupboard or at home
- Email accounts (Microsoft 365, Google Workspace or others)
- Cloud drives such as SharePoint, OneDrive, Google Drive or Dropbox
- Project, job and practice software
- Chat tools such as Slack or Teams
- Old laptops and external drives
2. Check what must be kept
Some records must be kept for set periods by law, for tax and company purposes. Your accountant can confirm what applies. Make sure those are kept safely and someone is responsible for them.
3. Note renewal and cancellation dates
Write down when each subscription renews or ends. Exports take time, and some providers delete data soon after an account closes.
4. Export before you cancel
Take full exports, keeping folder structures and links between records where you can.
5. Decide what might have value
Before deleting anything you’re not obliged to keep, ask whether the records could be licensed. Working records such as job files, quotes, drawings and correspondence can interest AI developers once personal details are removed.
6. Decide before dissolution
Any decision about the records needs to be made while the company still exists and the directors can act for it.
See also company email and servers after closing and closing down? Don’t wipe the server yet.
Questions about a particular archive? Email [email protected] or tell us what you’ve got.
Got records you think might be worth something? A short description is enough for a free first look.