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RECORDS RETENTION POLICY

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Bressingham and Fersfield Parish Council
Records Retention Policy


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ReviewedDateActionsStatus
1st October 2020 2020.01 New document Draft
ReviewedDateActionsStatus


Contents

  1. Introduction………………………………………………………………………………………………………………………. 2
  2. Scope………………………………………………………………………………………………………..…………………… 2
  3. Responsibilities………………………………………………………………………………………………………………….. 2
  4. Retention Schedule …………………………………………………………………………………………………………… 32

  1. Introduction
    This document describes the policy framework by which Bressingham and Fersfield Parish
    Council (the Council) manages is records, to comply with its legal and regulatory obligations
    and to contribute to its effectiveness.
  2. Scope
    Records are defined as all those documents which facilitate the business carried out by the Council and
    which are thereafter retained (for a set period) to provide evidence of its transactions or activities.
    This policy applies to all records created, received or maintained by the Council in the course of
    carrying out its functions. These records may be created, received or maintained in hard copy or
    electronically. A small percentage of the Council records may be selected for permanent preservation
    as part of the Councils archives and for historical research.
  3. Responsibilities
    The Council recognizes its corporate responsibility to maintain its records and record management
    systems in accordance with the regulatory environment.
    The Clerk to the Council (the Clerk) has overall responsibility for this policy and for records
    management. The Clerk will give guidance for good records management practice and will promote
    compliance with this policy so that information will be retrieved easily, appropriately and in a timely
    manner.
    Relevant individuals, including Councillors, Employees and any other individuals appointed or
    contracted to create, maintain or dispose of records, must ensure that records for which they are
    responsible are accurate and are maintained and disposed of in accordance with the Council’s
    records management guidelines.
    .
  4. Retention Schedule
    The retention schedule refers to record series regardless of the media in which they are stored.
Document Category Minimum Retention PeriodReason
Administration & Finance
Minutes of Council meetingsIndefiniteArchive
Minutes of committee meetingsIndefiniteArchive
Scales of fees and charges6 yearsManagement
Receipt and payment accountsIndefiniteArchive
Receipt books of all kinds6 yearsVAT
Bank Statements, including
deposit/savings accounts
Last completed audit yearAudit
Bank paying-in booksLast completed audit yearAudit
Cheque book stubsLast completed audit yearAudit
Quotations and tenders6 yearsLimitations Act 1980 (as
amended)
Paid invoices6 years
VAT
Paid cheques6 yearsLimitations Act 1980 (as
amended)
VAT records6 years generally but 20
years for VAT on rents
VAT
Petty cash, postage and
telephone books
6 yearsTax, VAT, Limitations Act
1980 (as amended)
Wages books12 yearsSuperannuation
Insurance policiesWhile validManagement
Certificates for
Insurance against
liability for employees
40 years from date on which
insurance commenced or was
renewed
The Employers’ Liability
(Compulsory Insurance)
Regulations 1998 (SI.2753),

Investments
IndefiniteAudit, Management
Title deeds, leases, agreements,
contracts
Indefinite Audit, Management
Members allowances register6 yearsTax, Limitation Act 1980 (as
amended)
Employment
Staff employment contracts6 years after ceasing
employment
Management
Staff payroll information3 yearsManagement
Staff references6 years after ceasing
employment
Management
Application forms (interviewed –
unsuccessful)
6 monthsManagement
Application forms (interviewed –
successful)
6 years after ceasing
employment
Management
Disciplinary files6 years after ceasing
employment
Management
Staff appraisals6 years after ceasing
employment
Management
Health and Safety
Accident books3 years from date of last entryStatutory
Risk assessmentAt least until a further risk
assessment has taken place
which renders the first one
obsolete – though 10 years if
there have been potentially
dangerous exposures
Management
General Management
Councillors contact details Duration of membership Management
Lease agreements12 yearsLimitation Act 1980
Contracts6 yearsLimitation Act 1980
Email messages At end of useful life Management
Consent forms At end of useful lifeManagement
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