Retention of Documents Policy

BOOTLE PARISH COUNCIL

RETENTION OF DOCUMENTS POLICY

Original Title:
Retention of Documents Policy

Adopted by Full Council on 12 February 2025    Revision date:

1

Introduction

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:

• Scope
• Responsibilities
• Retention Schedule
• Disposal of records

Scope of the policy

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.

Responsibilities

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.

Retention Schedule

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

Disposal procedures:

All documents that are no longer required for administrative reasons should be shredded, destroyed and disposed of and /or deleted.

Retention of Documents Schedule

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

Planning Applications

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