Records retention schedule

HELMDON PARISH COUNCIL
RECORDS RETENTION POLICY
Helmdon 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 association. This document provides the policy framework through which this effective management can be achieved and audited.
SCOPE
This policy applies to all records created, received or maintained by Helmdon Parish Council in the course of carrying out its functions. Records are defined as all those documents which facilitate the business carried out by Helmdon 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 Helmdon Parish
Council records may be selected for permanent preservation as part of the Councils archives and for historical research.
RESPONSIBILITIES
Helmdon 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 records management will give guidance for good records management practice and will promote compliance with this policy so that information will be retrieved 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 Helmdon Parish Council’s records management guidelines.
RETENTION SCHEDULE
The retention schedule refers to record series regardless of the media in which they are stored:
DOCUMENT
Minutes
Minutes of Council meetings
Minutes of committee meetings
Employment
Staff employment contracts
Staff payroll information
Staff references
Application forms (interviewed –
unsuccessful)
Application forms (interviewed –
successful)
Disciplinary files
Staff appraisals
Finance
HPC Records Retention Policy
MINIMUM RETENTION PERIOD REASON
Indefinite
Indefinite
Archive
Archive
6 years after ceasing employment
3 years
6 years after ceasing employment
6 months
Management
Management
Management
Management
6 years after ceasing employment Management
6 years after ceasing employment
6 years after ceasing employment
Management
Management
23/05/2018 Helen du Bois

HELMDON PARISH COUNCIL
RECORDS RETENTION POLICY
Scales of fees and charges
Receipt and payment accounts
Bank statements
Cheque book stubs
Paid invoices
Paid cheques
Payroll records
Petty cash accounts
Insurance
Insurance policies
Certificates for Insurance against liability for employees
Certificates for Public Liability
Insurance claim records
Health and Safety
Accident books
Risk assessment
General Management
Councillors contact details
Lease agreements
Contracts
Email messages
Consent forms
GDPR Security Compliance form
6 years
6 years
Last completed audit year
Last completed audit year
Last completed audit year
Last completed audit year
3 years
Last completed audit year
Management
VAT
Audit
Audit
VAT
Limitation Act 1980
HMRC
Audit
6 years after policy end
6 years after policy end
Management
Management
6 years after policy end
6 years after policy end
Management
Management
3 years from date of last entry
3 years
Statutory
Management
Duration of membership
12 years
6 years
At end of useful life
5 years
Duration of membership
Management
Limitation Act 1980
Limitation Act 1980
Management
Management
Management
Signed:
Date:
Next review due: May 2019
HPC Records Retention Policy 23/05/2018 Helen du Bois