Retention of Documents Policy 2024

Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk

RETENTION OF DOCUMENTS POLICY

1. Introduction

1.1 The 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 Parish Council.

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

2. Scope of the Policy

2.1 This policy applies to all records created, received or maintained by the Parish
Council in the course of carrying out its functions. Records are identified 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 transactions or
activities. Records may be created, received or maintained in hard copy or
electronically.

2.2 A small percentage of the Parish Council’s records will be selected for permanent
preservation as part of the Council’s archive and for historical research.

3. Responsibilities

3.1 The Parish Council has a corporate responsibility to maintain its records and record
management in accordance with regulations.

3.2. The person with overall responsibility for the implementation of this policy is the
Parish Clerk who is required to manage the Council’s records in such a way as to
promote compliance with this policy so that information may be retrieved easily and
appropriately as and when required.

3.3.     To Parish Clerk has been designated the Council’s Data Protection Officer (DPO),
         whose role it is to ensure that the Council processes the personal data of its staff,
         customers, providers or any other individuals (also referred to as data subjects) in
         compliance with the applicable data protection rules.
4.    Retention Schedule

4.1 Under the Data Protection Act 2018 and associated General Data Protection
Regulations (GDPR), the Parish Council is required to maintain a retention schedule
listing the record series created in the course of its business. The retention schedule
sets out the length of time for the retention of each series of records and the action
to be taken when records are of no further administrative use.

4.2 The Parish Clerk is expected to manage the current record keeping systems in
accordance with the retention schedule and to take account of different retention
periods when creating new systems.

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

4.4 Schedule

       Document                    Minimum Retention         Reason
       Minutes                     Indefinite                Archive
       Accident/incident           3 years                   Potential claims
       reports
       Scales of fees and          6 years                   Management
       charges
       Receipt and payment         Indefinite                Archive
       accounts
       Receipt books of all        6 years                   VAT
       kinds
       Annual Accounts             Indefinite                Archive
       Annual Return               Indefinite                Archive
       Bank Statements             Last completed audit      Audit
       including                   year
       deposit/savings
       accounts
       Cheque Book stubs           Last completed audit      Audit
                                   year
       Bank paying in books        Last completed audit      Audit
                                   year
       Quotations and tenders      6 years                   Limitation Act 1980 (as
                                                             amended)
       VAT records                 6 years generally but     VAT
                                   20 years for VAT on
                                   rents

                                                                Retention of Documents Policy
                                                                     Last Reviewed April 2024
                                                             Due to be reviewed 2024/2025 M3
       Paid invoices               6 years                   VAT
       Paid cheques                6 years                   Limitation Act 1980 (as
                                                             amended)
       Petty cash, postage and     6 years                   Tax, VAT, H Limitation Act
       telephone books                                       1980 (as amended)
       Timesheets/cards            Last completed audit      Audit (requirement).
                                   year
                                   3 years                   Personal injury (best practice)
       Wages books/payroll         12 years                  Superannuation
       Insurance Policies          Whilst valid              Management
       Certificate for insurance   40 years from date on     The Employers’ Liability
       against liability for       which insurance           (Compulsory Insurance)
       employees                   commenced or was          Regulations 1998 (SI2753)
                                   renewed                   Management
       Park equipment              3 years                   Potential claims
       inspection reports
       Assets register             Indefinite                Audit, Management
       Title Deeds, Leases,        Indefinite                Audit, Management
       Agreements and
       Contracts
       Declarations of             Chairman – attached       Management
       Acceptance                  to Minutes, Members
       Of Office                   – Term of Office + 1
                                   year
       Members Register of         Term of Office + 1 year   Management
       Interests
       Members Allowances          6 years                   Tax, Limitation Act 1980 (as
       Register                                              amended)
       Allotment register and      Indefinite                Audit, Management
       plans
       Community centre and
       sports facilities:          6 years                   VAT
       Applications to hire
       Lettings diaries
       Copies of bills to hirers

5. Planning Applications

5.1 The Parish Council is consulted by the Local Planning Authority on all proposed
developments in the parish.

5.2 Parish Council comments on applications are recorded in the Minutes of the relevant
meeting and the resolutions are communicated to the Local Planning Authority. The
Local Planning Authority then holds the records in relation to the planning request.

Retention of Documents Policy
Last Reviewed April 2024
Due to be reviewed 2024/2025 M3
6. General Correspondence

6.1 General and routine correspondence including emails is retained as below:

        Complaints                           1 year                  Management
        General Information                  Whilst still relevant   Management
        Routine Correspondence and emails    Whilst still relevant   Management
        Rough notes from Meetings            Until adoption of       Management
                                             Minutes

All names and addresses (including email addresses) should only be kept for as long as
needed. They are not to be kept ‘in case’ they are needed in the future.

7. Disposal Procedures

7.1 All documents no longer required for administrative reasons should be shredded and
disposed of securely.

Retention of Documents Policy
Last Reviewed April 2024
Due to be reviewed 2024/2025 M3