Original Title:
Retention of Documents Policy
Adopted by Full Council on 12 February 2025 Revision date:
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.
This document provides the policy framework through which this effective management can be achieved and audited. It covers:
This policy applies to all records created, received or maintained by the 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 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 the Parish Council’s records will be selected for permanent preservation as part of the Council’s archives and for historical research.
The 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 the implementation of this policy is the Clerk to the Parish Council, and she/he is required to manage the Council’s records in such a way as to promote compliance with this policy so that information will be retrieved easily, appropriately and in a timely manner.
Under the Freedom of Information Act 2000, the Parish Council is required to maintain a retention schedule listing the record series which it creates in the course of its business. The retention schedule lays down the length of time which the record needs to be retained and the action which should be taken when it is of no further administrative use. The Clerk is expected to manage the current record keeping systems using the retention schedule and to take account of the different retention periods when creating new record keeping systems.
Adopted by Full Council on 12 February 2025 Revision date:
2
All documents that are no longer required for administrative reasons should be shredded, destroyed and disposed of and /or deleted.
This retention schedule refers to record series regardless of the media in which they are stored.
Adopted by Full Council on 12 February 2025 Revision date:
3
All planning applications and relevant decision notices are available at Cumberland Council or Lake District National Park Planning Office. There is no requirement to retain duplicates locally. All Parish Council recommendations in connection with these applications are recorded in the Council minutes and are retained indefinitely. Correspondence received in connection with applications will be retained as stated in the above schedule.
Document
Minute Books
Minimum
Indefinite
Reason
Archive
Document
Scales of fees and charges
Minimum
6 years
Reason
Management
Document
Receipt & Payment Accounts
Minimum
Indefinite
Reason
Archive
Document
Receipt Books
Minimum
6 years
Reason
VAT
Document
Bank Statements, paying in books, cheque book stubs
Minimum
Last completed year plus current year
Reason
Audit
Document
Quotations & Tenders
Minimum
6 years
Reason
Limitation Act 1980 (as amended)
Document
Paid Invoices & paid cheques
Minimum
6 years
Reason
VAT & Limitation Act
Document
VAT Records
Minimum
6 years
Reason
VAT
Document
Timesheets
Minimum
Last completed year plus current year
Reason
Audit
Document
Wages books
Minimum
12 years
Reason
Superannuation
Document
Insurance policies
Minimum
While valid – as long as it is possible for a claim to be made under it.
Reason
Management
Document
Certificates of Employers Liability Insurance
Minimum
Indefinitely
Reason
Employers Liability Insurance Regs1998
Document
Investments
Minimum
Indefinitely
Reason
Audit, Management
Document
Title Deeds, leases, agreements, contracts
Minimum
Indefinitely
Reason
Audit, Management
Document
Members Allowance Register
Minimum
6 years
Reason
Tax Limitation Act 1980 (as amended)
Document
Planning Applications
Minimum
Until considered by committee of full council
Reason
Management
Document
Declarations of Acceptance of Office
Minimum
Term of office + 1 year
Reason
Management
Document
Members’ Register of Interests
Minimum
Term of office + 1 year
Reason
Management
Document
Complaints
Minimum
1 year
Reason
Management
Document
General information not required for historical purposes
Minimum
1 year
Reason
Management
Document
Routine correspondence & emails
Minimum
1 year
Reason
Management
Document
Project/topic based information
Minimum
Length of project + 1 year
Reason
Management