Document retention policy
Introduction
Hockliffe Parish Council has adopted a Document Retention and Disposals Policy to provide information about its process of retaining and disposing of records and documents that it keeps physically or electronically.
This policy applies to all records and documents created, received or maintained by the Parish Council in the course of carrying out its functions. Records and documents are defined as physical or electronic pieces of information that are created, received or maintained by the Parish Council in the course of its duties that provide evidence of its decisions, activities and transactions.
Under the Freedom of Information Act, the Parish Council is required to maintain a retention schedule listing the records which it retains in the course of its business and the process for deleting or destroying records when they are no longer needed.
The table below indicates the record type, minimum retention period and reasons for retention. The Parish Council is aware that some of its records have historical value and it seeks to keep these documents indefinitely or, where this might not be possible or advisable, to offer these documents to the Bedfordshire County Record Office or other appropriate bodies.
Retention of documents required for audit of Parish Councils.
1. The Parish Clerk will obtain the formal approval of the Parish Council before records of a sensitive or confidential nature are deleted or destroyed.
2. All physical documents that are sensitive, confidential or refer to individuals, and are no longer required for administrative reasons, will be shredded or otherwise destroyed before disposal.
| Document | Minimum Retention Period | Reason |
|---|---|---|
| Declaration of Acceptance | Member’s Term of Office | Legal, Management |
| Members Register of Interests | Member’s Term of Office | Legal, Management |
| Members allowances register | 6 years | Tax, Statute of Limitations |
| Minute Books | Indefinite | Archive |
| Planning applications and related papers | Not retained by us. Planning applications and relevant decisions are available on the Central Bedfordshire Council Website. All Parish Council decisions in relation to application are recorded in the Minutes. | Management |
| Contracts, and other agreements of a financial nature | 6 years | Audit, Management |
| Quotations and tenders | 12 years/indefinite | Statute of Limitations |
| Important correspondence relating to decisions, transactions and activities | 1 year | Management |
| General Information (including invitations, lobbying, promotional material) | No minimum | Management |
| Routine correspondence and emails | 3 months | Management |
| Complaints | 1 year | Management |
| Scales of fees and charges | 5 years | Management |
| Annual Accounts | Indefinite | Archive |
| Annual Returns | Indefinite | Archive |
| Receipt and payment account(s) | Indefinite | Archive |
| Receipt books of all kinds | 6 years | VAT |
| Bank statements, including deposit/savings accounts | Last completed audit year | Audit |
| Bank paying-in books | Last completed audit year | Audit |
| Cheque book stubs | Last completed audit year | Audit |
| Paid invoices | 6 years | VAT |
| Paid cheques | 6 years | Statute of Limitations |
| VAT Records | 6 years | VAT |
| Petty cash, postage and telephone books | 6 years | Tax, VAT, Statute of Limitations |
| Timesheets | Last completed audit year | Audit |
| Salary Records | 12 years | Superannuation |
| Income Tax & NI records | 3 years | Audit |
| Insurance policies | While Valid | Management |
| Certificates for Insurance against liability for employees | While Valid | The Employers’ Liability (Compulsory Insurance) Regulations 1998 (SI. 2753), Management |
| Investments | Indefinite | Audit, Management |
| Assets Register | Indefinite | Audit, Legal |
| Title deeds, leases, agreements, contracts | Indefinite | Audit, Management |
| For Allotments | ||
| - register and plans | Indefinite | Audit, Management |
| For Burial Grounds | ||
| - register of fees collected - register of burials - register of purchased graves - register/plan of grave spaces - register of memorials - applications for interment - applications for right to erect memorials - disposal certificates - copy certificates of grant of exclusive right of burial | Indefinite | Archives, The Local Authorities' Cemeteries Order 1977 (SI. 204) |
| For Halls, Centre, Recreation Grounds | ||
| - application to hire - lettings diaries - copies of bills to hires - record of tickets issued | 6 years | VAT |
Retention of documents for legal purposes
| Category | Limitation Period |
|---|---|
| Breach of Trust | None |
| Contract | 6 years |
| Defamation | 1 year |
| Leases | 12 years |
| Negligence (and other ‘Torts’) | 6 years |
| Personal Injury | 3 years |
| Rent | 6 years |
| Sums recoverable by statute | 6 years |
| To Recover Land | 12 years |
Reviewed by Council on 11th March 2024
Next review date – March 2025
