The table below gives guidance on the retention of documents for Bow Brickhill Parish Council (amended August 2018).
Document | Minimum Retention Period | Reason | Where Stored |
---|---|---|---|
Minutes and Correspondence Signed Minutes of Council Meetings Agendas Correspondence & papers on important local issues & activities | Indefinite Indefinite 6 Years | Legal Requirement
To support minutes For reference | PC Store Cupboard
PC Store Cupboard PC Store Cupboard |
General
Quotations and Tenders Routine correspondence, papers & emails Contracts Press Releases Newsletters from other bodies Planning Applications Complaints | 2 Years
2 Years 6 Years 2 Years Retain for as long as useful 1 Year 2 Years | For reference
For reference Should a claim arise For reference For reference Kept by Unitary Authority For reference | PC Store Cupboard
PC Store Cupboard PC Store Cupboard PC Store Cupboard PC Store Cupboard |
Finance
Annual Report & Accounts Budgets & Financial Reports Wage Records & Returns & VAT Records & Returns | Permanently
5 Years Permanently – inspections possible up to 6 years after end of period | As required by CA 1985 s222
As required by CA 1985 s222 As required by CA 1985 s222 | PC Store Cupboard
PC Store Cupboard PC Store Cupboard |
Health & Safety
Accident Book Health & Safety Routine Checks | 25 Years from closure
10 years | Should a claim arise
Should a claim arise | PC Store Cupboard
PC Store Cupboard |
Personnel Records
Timesheets (these stored & kept with and as Wage Records) Personnel Records (not payroll information) Human Resources (application forms/interviewed)
| Retain for as long as useful
Retain for as long as useful Retain for as long as useful | Retain for as long as useful
Retain for as long as useful For reference purposes | With current Wages File
With current Wages File With current Wages File |
Members Registers of Interest | Destroy after member ceases to be a councillor | Only current records required | Parish Clerk Office |
Title Deeds/Leases | Whilst the council owns or occupies the land | Not required after the council is no longer owning or occupying the land | PC Store Cupboard / With appointed solicitors |
Insurance
Employers Liability Certificate Insurance Claims | 21 years
7 years after all obligations are concluded | Should a claim arise
Should a claim arise | PC Store Cupboard
PC Store Cupboard |