Policies & Procedures

Records Retention Policy

Washingborough Parish Council recognises that the efficient management of its records is necessary to comply with its legal and regulatory obligations and to contribute to effective overall management. This document provides the policy framework through which this effective management can be achieved and audited.

Topics

1. Scope
2. Responsibilities
3. Retention Schedules
  1. Schedule 1 - Minutes
  2. Schedule 2 - Employment
  3. Schedule 3 - Finance
  4. Schedule 4 - Community Centre
  5. Schedule 5 - Pavilion
  6. Schedule 6 - Insurance
  7. Schedule 7 - Health and Safety
  8. Schedule 8 - General Management
Adoption of Policy
1. Scope

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

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2. Responsibilities

Washingborough 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 Washingborough Parish Council’s records management guidelines.

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3. Retention Schedule

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

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Retention Schedule - Minutes
Document Minimum Retention Period Reason
Minutes of Council meetings Indefinite Archive
Minutes of committee meetings Indefinite Archive
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Retention Schedule - Employment
Document Minimum Retention Period Reason
Staff employment contracts 6 years after ceasing employment Management
Staff payroll information Indefinite 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
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Retention Schedule - Finance
Document Minimum Retention Period Reason
 Scales of fees and charges 6 years Management
Receipt and payment accounts 6 years VAT (Limitation Act 1980), VAT Act 1994 etc
Bank statements Last completed audit year Audit
Cheque book stubs Last completed audit year Audit
Paid invoices 6 years VAT
Paid cheques Last completed audit year Limitation Act 1980
Payroll records 3 years HMRC
Petty cash accounts Last completed audit year Audit
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Retention Schedule - Community Centre
Document Minimum Retention Period Reason
Booking Forms Last completed audit year Audit/Management
Lettings Diaries Last completed audit year Audit/Management
Hirers Invoices / Bills Last completed audit year Audit/Management
Hire Agreements    
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Retention Schedule - Pavilion
Document Minimum Retention Period Reason
Booking Forms 6 years VAT
Lettings Diaries 6 years VAT
Hirers Invoices / Bills 6 years VAT
Hire Agreements 6 years after end agreement date VAT
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Retention Schedule - Insurance
Document Minimum Retention Period Reason
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
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Retention Schedule - Health and Safety
Document Minimum Retention Period Reason
Accident books 3 years from date of last entry Statutory
Risk assessment 3 years Management
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Retention Schedule - General Management
Document Minimum Retention Period Reason
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
Letters At end of useful life Management
Consent forms 5 years Management
GDPR Security Compliance form Duration of membership Management
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Adoption of Policy

Washingborough Parish Council has adopted this Policy and has formatted it for on-line use. However, the written document (link below) is the formal document and will always have precedence.

First Adopted
- 21 Jun 2018
Last Update
- 21 Jun 2018
Last Review
- 21 Jun 2018
 
Link to original document
- Records Retention Policy
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