Document Retention

Purpose of the Policy

Ilmington Parish Council requires a wide variety of documents to undertake its business and is committed to retaining/storing these documents such that they are:

• in a format and for periods of time that enables the Parish Council to meets its statutory obligations in respect of documents;
• accessible to the public where they might be of historical or general interest;

Storage arrangements will:

• ensure security of documents (paper and electronic)
• protect privacy;
• facilitate access to information;
• optimise the use of storage space;
• be cost effective;
• facilitate the destruction of redundant documents.

Scope

This policy applies to users of Ilmington Parish Council records, both paper and electronic and includes councillors, working group members and employees.

Statutory Requirements

Documents subject to a statutory period of retention are listed in Appendix A.

General Data Protection Regulation Requirements

To be inserted

Non-Statutory Requirements

To be inserted

Appendix A

Document
Minimum Retention
Period
Reason
Comment/Actions Required

Signed minutes of
council meetings
Indefinite
Archive
Retain for 7 years with those
older being deposited with
Warwickshire County
Records Office

Scales of fees and
Charges
6 years
Management
Retain for specified period
and then destroy

Receipt and
Payment Accounts
Indefinite
Archive
Paper Records – retain for 7
years following which deposit
with Warwickshire County
Records Office.
Electronic copies – once year
end complete and audited
back up for retention.

Receipt Books
6 years
VAT
Not applicable

Bank Statements
including deposit
savings account
Last completed audit
year
Audit
Retain with accounts for 3
years before disposal

Bank paying-in
books
Last completed audit
year
Audit
“”

Cheque Book Stubs
“”
“”
“”

Quotations and
tenders
6 years
Limitation Act 1980
(as amended)
Retain paper copies for
specified period and then
destroy having first scanned
for indefinite retention.

Paid Invoices
6 years
VAT
Retain for specified period
and then destroy

Paid Cheque
6 years
Limitation Act 1980
(as amended)
“”

VAT records
6 years generally but
20 years for VAT on
rents
VAT
Not VAT registered retain
VAT reclaim retain for 6 years
and then destroy

Petty Cash
6 years
Tax, VAT, Limitation
Act 1980 (as
amended)
Not applicable as no petty
cash system operated