Records Retention Policy

GREAT LONGSTONE PARISH COUNCIL
Records Retention Policy

Great Longstone Parish Council recognises 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
– Retention schedule

Scope

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

Responsibilities

Great Longstone 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 the records management will give guidance for good records management practice and will provide compliance will this policy so that information will be received 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 Great Longstone Parish Council’s record management guidelines.

Retention Schedule

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

Document Category
–                                  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
–                              6 years                                                                Management
Staff references
–                              6 years after ceasing employment                Management
Applications forms (interview – unsuccessful)
–                              6 months                                                            Management
Applications forms (successful)
–                              6 years after ceasing employment                 Management
Disciplinary files
–                              6 years after ceasing employment                 Management

FINANCE
Scale of fees and charges
–                              6 years                                                                  Management
Receipts and payment a/c’s
–                              6 years                                                                  VAT
Bank statements
–                              6 years                                                                  Audit
Cheque book stubs
–                              6 years                                                                  Audit
Paid invoices
–                              6 years                                                                  VAT
Payroll records
–                              6 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

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
Contracts
–                              6 years                                                              Limitation 1980
Email messages
–                              Archive                                                             Management
Consent forms
–                              5 years                                                               Management