(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 |