Keep a single claim file containing evidence from the scene, the driver’s account and all later correspondence. The aim is to preserve facts while memories and digital records are still available.
Evidence to Collect Immediately After a Claim
Retain photographs or video of positions, damage, road markings, signs and conditions; third-party and witness details; police references; dashcam footage; telematics; and the driver’s signed account. Save original files rather than only screenshots sent through messaging apps.
Vehicle and business records
Keep the vehicle allocation, journey purpose, maintenance status, defect reports, licence-check record and any relevant training. Later documents may include repair estimates, invoices, recovery charges, hire records and insurer correspondence.
Handling and Protecting Motor Claim Data
Limit access to people who need the record, use secure storage and follow a retention policy. Injury and medical information requires particular care.
Do not alter evidence or encourage drivers to speculate about liability. Report the incident through the policy’s required channel and let the insurer or appointed handler investigate.
Motor claim file retention
Keep a claim index that preserves evidence and decisions
A motor claim file should be organised around the incident rather than scattered across inboxes and phones. Use a claim reference and index for the first notification, driver statement, photographs, witness details, police or recovery references, repair estimates, invoices and correspondence with the insurer or broker.
Preserve original evidence where possible. Export dashcam and telematics data before automatic deletion, keep the original image files with dates intact and record who supplied each item. If documents contain health, identity or criminal-offence information, restrict access and avoid retaining duplicate copies without a clear purpose.
Retention should reflect legal duties, insurer instructions, limitation periods and the possibility of reopened or long-tail claims. The business should record the basis for its retention period and apply a controlled deletion process rather than keeping every file indefinitely.
- First notification and dated incident chronology
- Driver, passenger and witness information
- Original photographs, video and telematics exports
- Police, recovery, repair and hire documentation
- Insurer decisions, reserve queries and settlement records
- Post-incident review and completed corrective actions
An indexed claim file supports investigation, data protection and future renewal analysis while reducing the risk that important evidence disappears.