How should a landlord certificate vault be structured?
One folder per property. One “current” subfolder with the latest certificates only. One “archive” subfolder for superseded files. Name files with type and expiry date, for example `gas-safety-2027-03-14.pdf`.
If you work with an agent, decide whether the vault lives with you or them — and keep a copy of anything you would need for a possession claim or council request.
Why is storage without reminders still a failure?
A perfect folder of expired certificates is still a compliance failure. Pair storage with next-due dates and alerts. That combination is the product Certs Reminder is building toward.
Frequently asked questions
How long should I keep old certificates?
Keep gas safety records for at least two years. Keeping a longer archive of EICRs and EPCs is sensible for dispute and sale history, but separate them from the current pack.
Is cloud storage OK for certificates?
Yes if access is controlled and you can retrieve files offline when needed. The bigger risk is disorganisation, not the cloud itself.