Records Retention Policy
Purpose
Deeping St Nicholas 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 council. This document provides the policy framework through which this effective management can be achieved and audited.
Scope
This policy applies to all records created, received or maintained by Deeping St Nicholas 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 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 Council records may be selected for permanent preservation as part of the Council’s archives and for historical research.
Responsibilities
Deeping St Nicholas Parish Council has a 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. He/she will give guidance for good records management practice and will promote compliance with this policy so that information may be retrieved easily, appropriately and timely. Individual staff and employees 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 all documents regardless of the media in which they are stored.
|
Document |
Minimum Retention Period |
Reason |
|
Minutes |
|
|
|
Minutes of Council meetings |
Indefinite |
Archive |
|
Minutes of committee meetings |
Indefinite |
Archive |
|
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 |
|
Finance |
|
|
|
Scales of fees and charges |
6 years |
Management |
|
Receipt and payment accounts |
6 years |
VAT |
|
Bank statements |
Last completed audit year |
Audit |
|
Cheque book stubs |
Last completed audit year |
Audit |
|
Paid invoices |
Last completed audit year |
VAT |
|
Paid cheques |
Last completed audit year |
Limitation Act 1980 |
|
Payroll records |
3 years |
HMRC |
|
Petty cash accounts |
Last completed audit year |
Audit |
|
Insurance |
|
|
|
Insurance policies |
6 years after policy end |
Management |
|
Certificates for Insurance against liability for employees |
6 years after policy end |
Management |
|
Certificates for Public Liability |
6 years after policy end |
Management |
|
Insurance claim records |
6 years after policy end |
Management |
|
Health and Safety |
|
|
|
Accident books |
3 years from date of last entry |
Statutory |
|
Risk assessment |
3 years |
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 |
5 years |
Management |
|
GDPR Security Compliance form |
Duration of membership |
Management |
Date of policy: October 2022
Approving committee: HR Committee
Date of committee meeting: 10th October 2022
Policy version reference: V1101022
Supersedes: N/A
Policy effective from: 28th November 2022
Date for next review: November 2023