Records Retention Policy (GDPR)
|
Document |
Retention period |
Reason |
Location retained |
Disposal
|
|
Minute books |
Indefinite |
Archive |
In locked storage at the Parish Council offices. At regular intervals they can be archived and deposited with the Higher Authority |
N/A |
|
Accident/incident report |
20 years |
Potential claims |
In locked storage at the Parish Council offices |
Confidential waste |
|
Scale of fees and charges |
6 years |
Management |
On a password protected computer |
Bin |
|
Receipt and payment accounts |
Indefinite |
Archive |
In locked storage and on a password protected computer at the Parish Council offices. |
N/A |
|
Receipt books of all kinds |
6 years |
VAT |
In locked storage at the Parish Council offices. |
Bin |
|
Bank statements including deposit and savings accounts |
Last completed audit year |
Audit |
In locked storage at the Parish Council offices. |
Confidential waste |
|
Bank paying-in books |
“ |
“ |
“ |
“ |
|
Cheque book stubs |
“ |
“ |
“ |
“ |
|
Quotations and tenders |
6 years |
Limitation Act 1980 (as amended) |
In locked storage and on a password protected computer at the Parish Council offices. |
“ |
|
Paid invoices |
“ |
VAT |
“ |
“ |
|
VAT records |
6 years 20 years on rents |
VAT |
“ |
“ |
|
Timesheets |
Last completed audit year or 3 years |
Audit (requirement) and personal injury (best practice) |
“ |
Bin |
|
Payroll |
12 years |
Superannuation |
In locked storage and on password protected computers at the Parish Council offices and their Accountants office. |
Confidential waste |
|
Insurance policies |
While valid |
Management |
In locked storage at the Parish Council offices |
Bin |
|
Insurance company names and policy numbers |
Indefinite |
Potential claims |
“ |
Bin |
|
Certificates for insurance against liability for employees |
40 years from date on which insurance commenced or was renewed |
The Employers liability (compulsory insurance) Regulations 1998 (SI 2753) |
“ |
Bin |
|
Investments |
Indefinite |
Indefinite |
“ |
N/A |
|
Title deeds, leases, contracts |
Indefinite |
Indefinite |
“ |
N/A |
|
Play inspection reports |
20 years |
Potential claims |
In locked storage and on a password protected computer at the Parish Council offices. |
Bin |
|
Allotment plan |
Indefinite |
Management |
“ |
N/A |
|
Copy Allotment tenancy agreements |
For the period of the tenancy |
Management |
In locked storage at the Parish Council offices. |
Confidential waste |
|
Cemetery documentation including register of fees, register of burials, register of purchased graves register/plan of grave spaces, register of memorials, applications for interment, applications for the right to erect memorials, disposal certificates, copy certificates of grant of exclusive right of burial |
Indefinite |
Local Authorities Cemeteries Order 1977 (SI 204) |
In locked storage and on a password protected computer at the Parish Council offices. |
N/A |