Record Retention Policy

Claypole Parish Council

Records Retention Policy

 

Claypole 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 association. This document provides the policy framework through which this effective management can be achieved and audited.

It covers:· Scope· Responsibilities· Retention Schedule 

Scope

 

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

 

Responsibilities

Claypole 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 person responsible for records management will give guidance for good records management practice and will promote compliance with this policy so that information will 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 Claypole Parish Council’s records management guidelines.

 

 

 

Retention Schedule

The retention schedule refers to record series 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

 

 
 

This Policy was adopted at a meeting held

on.................................................................................

Signed..........................................................................

Position........................................................................