RECORDS RETENTION POLICY
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Bressingham and Fersfield Parish Council
Records Retention Policy
Version Control
Reviewed | Date | Actions | Status |
1st October 2020 | 2020.01 | New document | Draft |
Reviewed | Date | Actions | Status |
Contents
- Introduction………………………………………………………………………………………………………………………. 2
- Scope………………………………………………………………………………………………………..…………………… 2
- Responsibilities………………………………………………………………………………………………………………….. 2
- Retention Schedule …………………………………………………………………………………………………………… 32
- 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. - 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. - 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.
. - Retention Schedule
The retention schedule refers to record series regardless of the media in which they are stored.
Document Category | Minimum Retention Period | Reason |
Administration & Finance | ||
Minutes of Council meetings | Indefinite | Archive |
Minutes of committee meetings | Indefinite | Archive |
Scales of fees and charges | 6 years | Management |
Receipt and payment accounts | Indefinite | Archive |
Receipt books of all kinds | 6 years | VAT |
Bank Statements, including deposit/savings accounts | Last completed audit year | Audit |
Bank paying-in books | Last completed audit year | Audit |
Cheque book stubs | Last completed audit year | Audit |
Quotations and tenders | 6 years | Limitations Act 1980 (as amended) |
Paid invoices | 6 years | VAT |
Paid cheques | 6 years | Limitations Act 1980 (as amended) |
VAT records | 6 years generally but 20 years for VAT on rents | VAT |
Petty cash, postage and telephone books | 6 years | Tax, VAT, Limitations Act 1980 (as amended) |
Wages books | 12 years | Superannuation |
Insurance policies | While valid | Management |
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 | Indefinite | Audit, Management |
Title deeds, leases, agreements, contracts | Indefinite | Audit, Management |
Members allowances register | 6 years | Tax, Limitation Act 1980 (as amended) |
Employment | ||
Staff employment contracts | 6 years after ceasing employment | Management |
Staff payroll information | 3 years | 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 |
Health and Safety | ||
Accident books | 3 years from date of last entry | Statutory |
Risk assessment | At 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 agreements | 12 years | Limitation Act 1980 |
Contracts | 6 years | Limitation Act 1980 |
Email messages | At end of useful life | Management |
Consent forms | At end of useful life | Management |