Council Matters: 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