Document Retention Policy

The 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 Parish Council. This document provides the policy framework through which this effective management can be achieved and audited. It covers:

  • Scope
  • Responsibilities
  • Relationships with existing policies
  • Retention Schedule

Scope of the Policy

This policy applies to all records created, received or maintained by the Parish Council in the course of carrying out its functions. Records are defined as all those documents which facilitate the business carried out by the Parish Council and which are there after 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 the Parish Council’s records will be selected for permanent preservation as part of the council’s archives and for historical research.

Responsibilities

The 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 the implementation of this policy is the Clerk to the Parish Council, and he/she is required to manage the Council’s records in such a way as to promote compliance with this policy so that information will be retrieved easily, appropriately and in a timely manner.

Relationship with Existing Policies

This policy has been drawn up within the context of:

  • Freedom of Information policy
  • Data Protection policy

And with other legislation or regulations (including audit and Statute of Limitations) affecting the Parish Council.

Retention Schedule

Under the Freedom of Information Act 2000, the Parish Council is required to maintain a retention schedule listing the record series which it creates in the course of its business. The retention schedule lays down the length of time which the record needs to be retained and the action which should be taken when it is of no further administrative use. The Clerk is expected to manage the current record keeping systems using the retention schedule and to take account of the different retention periods when creating new record keeping systems. This retention schedule refers to record series regardless of the media in which they are stored.

Retention of Documents

 

Document

Minimum retention

Reason

Storage and Disposal

Financial and Administrative Records

Minute Books

Indefinite

Archive

PC/DRO

Annual accounts

Indefinite

Archive

PC

Annual return

Indefinite

Archive

PC

Bank Statements

7 Years

Audit management

PC/S

Cheque Book Stubs

Last Completed Audit

Management

PC/S

Paying-in Stubs

Last Completed Audit

Management

PC/S

Contracts

7 years after completion of project

Audit

PC/S

Quotations and Tenders

7 years

Audit

PC/S

Paid Invoices

7 years

Audit/VAT

PC/S

VAT Records

7 years

Audit/VAT

PC/S

Salary records

N/A

 

 

Tax and NI Records

N/A

 

 

Insurance Policy

While Valid

Audit/Legal

PC/S

Certificate of Employers Liability

While Valid

Audit/Legal

PC/S

Certificate of Public Liability

While Valid

Audit/Legal

PC/S

Investments

N/A

 

 

Assets register

Indefinite

Audit

PC

Deeds, Leases and Licences

Indefinite

Audit/Archive

PC

Playground Inspection

reports

10 years

Insurance

PC/S

Planning Applications

All planning applications and relevant decision notices are available on the South Hams District Council website. There is no requirement to retain duplicates locally. All Parish Council recommendations in connection with these applications are recorded in the Council minutes and are retained indefinitely. Correspondence received in connection with applications will be retained as stated below (see Correspondence)

Staff and Councillors Information

Applications for co-option

1 year

Management

PC/S

Declarations of Acceptance of Office

Term of Office plus 1 year

Management

PC/S

Members register of Interests

Indefinite

Management

SHDC

Employees Records

N/A

 

 

Correspondence

Complaints

Resolution plus 1 year

Management

PC/S

Routine Correspondence

6 months after relevant issue is completed

Management

PC/S

Key:

PC = Parish Council, DRO = Devon Records Office, S = Shred ,SHDC = South Hams District Council