Data Retention Policy
Data Retention Policy
For
Wainfleet St Mary
Parish Council
Reviewed – February 2024
Next Review February 2026
Wainfleet St Mary Parish Council Data Retention Policy
The 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 Council.
This policy applies to all records created, received or maintained by the Council during carrying out its functions. Records are defined as all those documents which facilitate the business carried out by the 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 the Council’s records will be selected for permanent preservation as part of the Council’s archives and for historical research.
Responsibilities
The Council has a corporate responsibility to maintain its records and record management systems in accordance with the regulatory environment. The person with the overall responsibility for the implementation of this policy is the Clerk to the Council, and the Clerk is required to manage the Council’s records in such a way as to promote compliance with this policy so that information will be retrieved easily, appropriately and in a timely manner.
Retention Schedule
Under the Freedom of Information Act 2000, the Council is required to maintain a retention schedule listing the record series which it creates during its business. The retention schedule lays down the length of time which the record needs to be retained and the action which should be taken when it is of no further administrative use.
The Clerk is expected to manage the current record keeping systems using the retention schedule and to take account of the different retention periods when creating new record keeping systems. This retention schedule refers to record series regardless of the media in which they are stored.
Retention of Documents
Document
Minimum Retention
Reason
Minute Book
Indefinite
Archive
Annual Accounts
Indefinite
Archive
Annual Return
Indefinite
Archive
Bank Statements
7 years
Audit/management
Cheque book stubs
Last completed audit
Management
Paying in books
Last completed audit
Management
Quotations
7 years
Audit
VAT records
7 years
Audit/VAT
Paid invoices
7 years
Audit/VAT
Salary records
7 years
Audit
Tax & NI records
7 years
Audit
Insurance policies
Whilst Valid
Audit
Certificate of Employers
Liability
Whilst Valid
Audit/legal
Certificate of Public Liability
Whilst Valid
Audit/legal
Assets register
Indefinite
Audit
Deeds and leases
Indefinite
Audit
Planning Applications
All planning applications and relevant decision notices are available at East Lindsey District Council. There is no requirement to retain duplicates locally. All Council recommendations in connection with these applications are recorded in the Council minutes and are retained indefinitely. Correspondence received in connection with applications will be retained as stated below:
Declarations of acceptance
Term of Office + 1 year
Members register of interests’ book
Term of Office + 1 year
Complaints
1 year
Routine correspondence and e-mails
6 months
General Information
3 months
Disposal procedures
All documents that are no longer required for administrative reasons should be shredded and disposed of.
Adopted Signed Designation