Records Retention Policy
LEADENHAM PARISH COUNCIL PARISH COUNCIL
Records Retention Policy
Leadenham Parish Council Parish Council recognises that the efficient management of its records is necessary to comply with its legal and regulatory obligations and to contribute to the effective overall management of the association. This document provides the policy framework through which this effective management can be achieved and audited.
It covers:
· Scope
· Responsibilities
· Retention Schedule
Scope
This policy applies to all records created, received or maintained by Leadenham Parish Council in the course of carrying out its functions. Records are defined as all those documents which facilitate the business carried out by Leadenham Parish Council and which are thereafter retained (for a set period) to provide evidence of its transactions or activities. These records may be created, received or maintained in hard copy or electronically. A small percentage of Leadenham Parish Council records may be selected for permanent preservation as part of the Councils archives and for historical research.
Responsibilities
Leadenham Parish Council has a corporate responsibility to maintain its records and record management systems in accordance with the regulatory environment. The person with overall responsibility for this policy is the Clerk. The person responsible for records management will give guidance for good records management practice and will promote compliance with this policy so that information will be retrieved easily, appropriately and timely. Individual staff and employees must ensure that records for which they are responsible are accurate and are maintained and disposed of in accordance with Leadenham Parish Council’s records management guidelines.
Retention Schedule
The retention schedule refers to record series regardless of the media in which they are stored.
|
Document |
Minimum Retention Period |
Reason |
|
Administration |
|
|
|
Minutes of Council meetings |
Indefinite |
Archive |
|
Minutes of committee meetings |
Indefinite |
Archive |
|
Notes and draft minutes |
Until final minutes have been approved and signed. |
Management |
|
Agendas |
Until there is no longer an administrative requirement. |
Management |
|
Reports and other documents circulated with agendas |
Until there is no longer an administrative requirement |
Management |
|
Planning applications and related papers for major controversial developments |
Until there is no longer an administrative requirement |
Management |
|
Grouping orders, byelaws and orders |
Indefinite |
Audit |
|
Title deeds |
Indefinite (may be held by solicitors on behalf of authority) |
Audit / Management |
|
Lease agreements |
12 years |
Limitation Act 1980 |
|
Contracts |
6 years |
Limitation Act 1980 |
|
Maps, plans and surveys of property owned by the council |
Indefinite |
Audit |
|
Correspondence – postal or electronic communications including emails, text messages and telephone message |
At end of useful life |
Management |
|
Information requests |
6 years and until there is no longer an administrative requirement |
Management |
|
Complaints |
6 years and until there is no longer an administrative requirement |
Management |
|
Register of electors |
Retained until replaced by updated register |
Management |
|
Co-option secret ballot voting slips |
Retain only until co-option resolution has been made |
Management |
|
Email messages |
At end of useful life |
Management |
|
Employment |
|
|
|
Staff employment contracts |
6 years after ceasing employment |
Management |
|
Staff references |
6 years after ceasing employment |
Management |
|
Application forms (interviewed – unsuccessful) |
6 months |
Management |
|
Application forms (interviewed – successful) |
6 years after ceasing employment |
Management |
|
Disciplinary files |
6 years after ceasing employment |
Management |
|
Staff appraisals |
6 years after ceasing employment |
Management |
|
Finance |
|
|
|
Annual audited accounts and AGAR documents |
6 years (minimum of 5 years recommended 6 in line with other financial information) |
Accounts And Audit Regulations 2015 |
|
Receipt and payment accounts |
6 years |
VAT Act 1994 |
|
bank statements and reconciliations |
6 years |
Audit / Management |
|
Receipt books |
6 years |
VAT Act 1994 |
|
Cheque book stubs |
6 years |
Limitation Act 1980 |
|
Bank paying in books |
Last completed audit year |
Audit / Management |
|
Paid invoices |
6 years |
VAT Act 1994 |
|
Paid cheques |
6 years |
Limitation Act 1980 |
|
VAT records in claims |
6 years generally but 20 years for VAT on rents |
VAT Act 1994 |
|
Payroll and pension contribution records |
12 years (Minimum statutory retention of 6 years’ recommended retention of 12 years) |
Limitation Act 1980 |
|
Tenders and quotes documentation (successful) |
12 years |
Audit / Management |
|
Tenders and quotes documentation (unsuccessful) |
2 years |
Audit / Management |
|
Insurance |
|
|
|
Insurance policies |
6 years after policy end |
Management |
|
Certificates for Insurance against liability for employees |
Indefinitely |
Management |
|
Certificates for Public Liability |
6 years after policy end |
Management |
|
Insurance claim records |
6 years after policy end |
Management |
|
Health and Safety |
|
|
|
Accident books |
3 years from date of last entry |
Statutory |
|
Risk assessment |
3 years |
Management |
|
Play area inspection records |
21 years |
Statutory |
|
Asset register |
Indefinite |
Audit / Management |
|
General Management |
|
|
|
Councillors contact details |
Duration of membership |
Management |
|
Declarations of acceptance of office |
Term of office (4 years unless office vacated sooner) |
Management |
|
Register of interests |
Current register for duration of term of office. (Copies of outdated register of interest to be destroyed). |
Management |
|
Consent forms |
5 years |
Management |
|
GDPR Security Compliance form |
Duration of membership |
Management |