Data Retention and Records Management Policy

BURGHILL PARISH COUNCIL

Data Retention and Records Management Policy

Adopted 12th June 2018

Burghill Parish Council, under the Freedom of Information Act 2000, is required to maintain a data retention and records management policy.  The Council are fully aware that this system is required for its legal and regulatory obligations so it is required that it is efficient and robust.

This policy applies to all records created, received or maintained by Burghill Parish Council, whether this is in hard or electronic copy.  The Parish Clerk is responsible for the managing and implementation of this policy.

 

 

Records

 

Retention period Action Reason
       

Administrative

     

     
Signed council and committee minutes Transfer to HRO after 6 years or once they become inactive Preserve Common practice
Draft minutes Until the date of confirmation of the minutes Destroy Operational
Minutes Indefinite Preserve Audit, Operational
Agendas Until there is no longer an administrative requirement Destroy Operational
Reports and other documents circulated with agendas Until there is no longer an administrative requirement. Destroy these reports if copies are already included with signed minutes Review Common practice
Councillors’ declarations of office 4 years or until they vacate office Destroy Operational
Register of electors Until there is no longer an administrative requirement Destroy Copies already in existence
Grouping orders Until there is no longer an administrative requirement Destroy Operational
Byelaws and orders Preserve one of each copy and transfer to HRO once they become inactive Preserve Common practice
Policy documents Until there is no longer an administrative requirement Review Operational
Title deeds more than 100 years old Transfer to HRO once they become inactive. HRO will not accept deeds still needed to prove title Preserve Common practice
Title deeds less than 100 years old Transfer to HRO for review once they become inactive. HRO will not accept deeds still needed to prove title Review Common practice
Property registers and terriers Transfer to HRO once they become inactive Preserve Common practice
Maps, plans, and surveys of property owned by the council or meeting Transfer to HRO once they become inactive Preserve Common practice
General correspondence 6 Years after correspondence ends Destroy Operational
Complaints 6 Years after resolution of complaint Destroy Operational
Information Requests 6 Years after resolution of request Destroy Operational
Village/parish appraisals, plans, millennium projects and supporting papers Until there is no longer an administrative requirement Review Operational
Planning applications and related papers for major controversial developments Until there is no longer an administrative requirement Review with the view to destroy Operational
Planning applications for minor works where permission is refused 6 years Destroy Limitation Act 1980
Leases, agreements, contracts and wayleaves Until there is no longer an administrative requirement Review Operational
Parish council newsletter Transfer one copy to HRO Preserve Common practice
Newsletter mailing list Retain until consent withdrawn or following regular review consent no longer provided Destroy Operational
Quotations and tenders (successful) 6 years after contract ends Destroy Limitation Act 1980
Quotations and tenders (unsuccessful) 2 years Destroy Operational
Routine internal correspondence and papers Until there is no longer an administrative requirement Review with the view to destroy Operational
Scale of fees and charges Until superseded by new charges Destroy Operational
Employers’ liability insurance policies 40 years after expiry date Destroy Employers’ Liability Act 1969

Employers’ Liability Regulations 1998

Risk assessments Once superseded by a new risk assessment or once inactive Destroy Operational
Personnel files 6 Years after termination of service Destroy Risk of investigation regarding any future litigation
Personnel files – annual leave 2 years Destroy Operational
Recruitment data

 

Successful

 

 

Unsuccessful

 

 

Add to personnel file

 

6 months after recruitment finalised plus current year

Destroy Equalities Act
       

Financial

     

     
Receipt and payment books Transfer to HRO once they become inactive Preserve Council financial regulations
Rate books Transfer to HRO Preserve Common practice
Annual audited accounts

 

6 years. Destroy, but preserve if the receipt and payment books have not survived. Council financial regulations
Accounts and statements 6 years Destroy Council financial regulations
Vouchers before 1950 6 years Destroy Council financial regulations
Cash and petty cash books and rent books 6 years Destroy Council financial regulations
Receipt books of all kinds 6 years Destroy Council financial regulations
Postage and telephone books 6 years Destroy Council financial regulations
Bank statements including deposit/saving accounts 6 years Destroy Council financial regulations
Bank paying-in books Last completed Audit year Destroy Council financial regulations
Cheque book stubs Last completed Audit year Destroy Council financial regulations
Paid invoices 6 years Destroy Council financial regulations
Paid cheques 6 years Destroy Council financial regulations
VAT records 6 years Destroy VAT Act 1994
VAT claims 6 years Destroy VAT Act 1994
Time sheets (inc Lengthsman) Last completed Audit year Destroy Council financial regulations
Wage books 12 years Destroy Statute of Limitation
Members’ allowances register 6 years Destroy Statute of Limitation
Records relating to parish halls, centres and recreation grounds, applications to hire, letting diaries, copies of bills to hirers and records of tickets issued 6 years Review with the view to destroy Council financial regulations

     

Miscellaneous

     

     
Maps created under the provision of the Rights of Way Act 1932 Transfer to HRO once they become inactive Preserve Common practice
Papers concerning Rights of Way Until there is no longer an administrative requirement Destroy Operational
Legal Papers Indefinite Preserve Audit, Operational
Community magazines or newsletters(not created by the parish council) Until there is no longer an administrative requirement Review Operational
Charity papers Until there is no longer an administrative requirement Review Operational
Press cuttings book Until there is no longer an administrative requirement Review Operational
Photographs Until there is no longer an administrative requirement Review Operational
Any records predating the establishment of Parish Councils (1894), e.g. poor law, surveyors of the highway, tithe maps and apportionments, enclosure awards etc. Transfer to HRO immediately Preserve Common practice
Records of other bodies such as burial boards, charities, fire brigades, Home Guard unit, local society or ad hoc committee Transfer to HRO once they become inactive Preserve Common practice
Reports, guides, handbooks etc received from other organisations Until there is no longer an administrative requirement Review Operational