Document Retention Policy

(A pdf version of this policy is available for download here)

 

Introduction

St Erth Parish Council recognizes 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 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 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 this policy is the Clerk.

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 fashion.

The Parish Council will only keep data for as long as it is necessary to do so.

Relationship with existing policies

This policy has been drawn up within the context of:

  • Freedom of Information policy
  • General Privacy Notice
  • Privacy Notice
  • Publication Scheme

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.

Members of staff are expected to manage their current record keeping systems using the retention schedule and to take account of the different kinds of retention periods when they are creating new record keeping systems.

The retention schedule refers to record series regardless of the media in which they are stored.

Planning Applications

All planning applications and relevant decision notices are available from Cornwall Council.  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.

List of Documents

 

Document

 

Minimum Retention Period Reason Location Retained Disposal
Minutes and Correspondence
Signed Minutes Indefinite Archive, Public inspection Vestry Rooms / Clerk’s Office N/A
Agendas 5 years Management Vestry Rooms / Clerk’s Office Recycled waste
General emails and correspondence Retained for as long as document is needed and to a maximum of 3 years Management Vestry Rooms / Clerk’s Office Confidential waste
Information from other bodies (eg CALC) Retained for as long as document is useful Management Vestry Rooms / Clerk’s Office Recycled waste
Local / historical information Indefinite To be securely kept for the benefit of the Parish Vestry Rooms / Clerk’s Office N/A
Magazines and journals Retained for as long as document is useful The Legal Deposit Libraries Act 2003 Vestry Rooms / Clerk’s Office Recycled waste
Insurance
Accident/incident reports 20 years Potential claims Vestry Rooms / Clerk’s Office Confidential waste *
Insurance policies While valid Management Vestry Rooms / Clerk’s Office Confidential waste
Insurance claims 7 years after all obligations are concluded or child reaches age of 25 Limitation Act 1980 (as amended) Vestry Rooms / Clerk’s Office Confidential waste
Insurance certificates 40 years The Employers Liability (Compulsory Insurance) Regulations 1998 (SI2753) Vestry Rooms / Clerk’s Office & County Archives Recycled waste
Health & Safety inspection records 6 years Management Vestry Rooms / Clerk’s Office Recycled waste
Finance and Payroll
Audited Accounts Indefinite Audit Vestry Rooms / Clerk’s Office N/A
Receipt and payment accounts Indefinite Archive Vestry Rooms / Clerk’s Office & County Archives N/A
Receipts books of all kinds 6 years VAT Vestry Rooms / Clerk’s Office Recycled waste
All bank statements Last completed audit year Audit Vestry Rooms / Clerk’s Office Confidential waste
Bank paying-in books Last completed audit year Audit Vestry Rooms / Clerk’s Office Confidential waste
Cheque book stubs Last completed audit year Audit Vestry Rooms / Clerk’s Office Confidential waste
Quotations and tenders (successful) 6 years Limitation Act 1980 (as amended) Vestry Rooms / Clerk’s Office Confidential waste *
Paid invoices 6 years VAT Vestry Rooms / Clerk’s Office Confidential waste
Paid cheques 6 years Limitation Act 1980 (as amended) Vestry Rooms / Clerk’s Office Confidential waste
VAT records 6 years VAT Vestry Rooms / Clerk’s Office Confidential waste
Petty cash, postage and telephone books 6 years Tax, VAT, Limitation Act 1980 (as amended) Vestry Rooms / Clerk’s Office Confidential waste
Timesheets Last completed audit year Audit Vestry Rooms / Clerk’s Office Recycled waste
Wages / payroll 6 years from end of employment Audit Vestry Rooms / Clerk’s Office Confidential waste
Scale of fees & charges 6 years Management Vestry Rooms / Clerk’s Office Recycled waste
Budgets Indefinite Local Choice Vestry Rooms / Clerk’s Office N/A
Asset register Indefinite Audit Parish Council office N/A
Human Resources
Staff files 6 years from end of employment Audit Vestry Rooms / Clerk’s Office Confidential waste
Job applications (unsuccessful) 6 months from time of appointment Management Vestry Rooms / Clerk’s Office Confidential waste
Miscellaneous
Strategic Plans Until superseded Common Practice Vestry Rooms / Clerk’s Office Recycled waste
Policies & Operational Procedures Until superseded Common Practice Vestry Rooms / Clerk’s Office Recycled waste
Declarations of office Term of office Management Vestry Rooms / Clerk’s Office Confidential waste
Members register of interests Term of office Management Vestry Rooms / Clerk’s Office Confidential waste
Complaints 2 years from resolution Management Vestry Rooms / Clerk’s Office Confidential waste
Investments Indefinite Audit, Management Vestry Rooms / Clerk’s Office N/A
Title deeds, leases, agreements, contracts Indefinite Audit, Management Vestry Rooms / Clerk’s Office & County Archives N/A
Members allowances register 6 years Tax, Limitation Act 1980 (as amended) Vestry Rooms / Clerk’s Office Confidential waste
Legal/Litigation Files 6 years Common practice Vestry Rooms / Clerk’s Office Confidential waste
Allotments
Register and plans Indefinite Audit, Management Vestry Rooms / Clerk’s Office & County Archives N/A
Lease agreements Whilst valid Management Vestry Rooms / Clerk’s Office Confidential waste
Burial Grounds
Register of Burials Indefinite Local Authorities Cemeteries Order 1977 (SI204) Management Vestry Rooms / Clerk’s Office N/A
Register of purchased graves Indefinite Local Authorities Cemeteries Order 1977 (SI204) Management Vestry Rooms / Clerk’s Office N/A
Register/plan of grave spaces Indefinite Local Authorities Cemeteries Order 1977 (SI204) Management Vestry Rooms / Clerk’s Office N/A
Register of memorials Indefinite Local Authorities Cemeteries Order 1977 (SI204) Management Vestry Rooms / Clerk’s Office N/A

 

* a list will be kept of those documents disposed of to meet GDPR requirements

All confidential waste will be disposed of securely

 

Adopted 7th September 2021 098/09/21-22a)
Next review due September 2023