Skip to content Skip to left sidebar Skip to footer

Retention Policy

Retention of Documents and Records

This policy details the minimum retention time required for council documents before disposal in order for the council to comply with the Freedom of Information Act 2000 Publication Scheme. Where variable times are indicated the Council will review storage after the minimum period has elapsed. This is based on NALC legal topic 40.

RECORDSRETENTION PERIODACTIONREASON
 ADMINISTRATIVE
Signed council and committee minutesIndefinitelyPreserveCommon practice
Draft minutes  Until the date of confirmation of the minutesDestroyOperational
Agendas  Until there is no longer an administrative requirementDestroyOperational
Working Party (MINUTES ONLY)5 years (Clerk decision on retention)DestroyOperational
Councillors’ declarations of office4 years or until they vacate officeDestroyOperational
Register of electorsUntil there is no longer an administrative requirementDestroyCopies already in existence with B&NES Council
Policy documentsUntil there is no longer an administrative requirementReviewOperational  
Title deedsIndefinitelyPreserveCommon practice
Property registers  IndefinitelyPreserveCommon practice  
Maps, plans, and surveys of property owned by the council or meeting  IndefinitelyPreserveCommon practice
Correspondence and papers on important local issues or activitiesUntil there is no longer an administrative requirementReviewOperational
Village plans and appraisals, millennium projects and supporting papersUntil there is no longer an administrative requirement  Review  Operational  
Planning applications and related papers for major controversial developmentsUntil there is no longer an administrative requirementReview with the view to destroyOperational
Planning applications for minor works where permission is refused6 yearsDestroyLimitation Act 1980
Planning permissions6 yearsReviewCompliance
Planning permissions – on appealIndefinitePrecedent
Planning permissions – commercial or developmentIndefiniteFuture compliance
Planning refusals2 yearsReviewAppeals
Leases, agreements, contracts and wayleavesUntil there is no longer an administrative requirementReviewOperational
Quotations and tenders (successful)  12 years / indefiniteLimitation Act 1980
Quotations and tenders (unsuccessful)2 yearsDestroyOperational
Routine correspondence and papersUntil there is no longer an administrative requirementReview with the view to destroyOperational
Scales of fees and charges  Until superseded by new chargesDestroyOperational  
Employers’ liability insurance policies40 years after expiry dateDestroyEmployers’ Liability Act (Compulsory Insurance) Regulations 1998
Insurance policies  2 yearsReviewLiabilities
Risk assessments  4 years – (Ellis Whittham advice)DestroyOperational  
Play Inspection Reports21 years – Rospa adviceDestroyOperational  
Personnel files  12 years for staff in pension fund. 6 years for staff not in the pension fund.DestroyAvon Pension Fund advised 12 years
Personnel – annual leave and timesheets2 yearsDestroyOperational and audit  
Recruitment data Successful Unsuccessful  9 months after recruitment finalised 1 year after recruitment finalised plus current yearDestroySex Discrimination Acts 1975 and 1986, Race Relations Act 1976, Disability Discrimination Act 1995, Employment Equality (Sexual Orientation) Regulations, Employment Equality (Religion or Belief) Regulations
FINANCIAL
Receipts and payment booksIndefinitelyPreserve  NALC
Annual audited accounts  6 years  Destroy, but preserve if the receipt and payment books have not survivedNALC
Accounts and statements  6 yearsDestroyNALC
Cash and petty cash books and rent books6 yearsDestroyTax, VAT, Limitation Act 1980 (as amended)
Fees and charges  6 yearsDestroyCommon practice
Receipt books of all kinds6 yearsDestroyVAT and NALC advice
Postage books6 yearsDestroyTax, VAT, Limitation Act 1980 (as amended)
Bank statements including deposit/saving accountsLast completed Audit yearDestroyNALC
Bank paying-in booksLast completed Audit yearDestroyNALC
Cheque book stubsLast completed Audit yearDestroyNALC
Paid invoices expenditure6 yearsDestroyVAT and NALC
Paid cheques6 yearsDestroyLimitation Act 1980 (as amended)
VAT records6 yearsDestroyVAT Act 1994
Payroll 12 yearsDestroyPension
Members’ allowances register6 yearsDestroyTax, VAT, Limitation Act 1980 (as amended)  
InvestmentsIndefinitelyPreserveCommon practice  
Records relating to parish halls, centres and recreation grounds, applications to hire, letting diaries, copies of bills to hirers and records of tickets issued6 yearsReview with the view to destroyNALC
MISCELLANEOUS
Maps created under the provision of the Rights of Way Act 1932IndefinitelyPreserveCommon practice
Papers concerning Rights of WayUntil there is no longer an administrative requirementDestroyOperational
Community magazines or newsletters  Until there is no longer an administrative requirementReviewOperational
Charity papersUntil there is no longer an administrative requirementsReviewOperational  
Press cuttings bookUntil there is no longer an administrative requirementsReviewOperational  
Photographs  Until there is no longer an administrative requirementReviewOperational
Any records pre-dating the establishment of Parish Councils (1894), e.g. poor law, surveyors of the highway, the maps and apportionments, enclosure awards, etc.  IndefinitelyPreserveCommon practice
Records of other bodies such as burial boards, charities, fire brigades, Home Guard unit, local society or ad hoc committeeIndefinitelyPreserveCommon practice
Reports, guides, handbooks, etc. received from other organisations  Until there is no longer an administrative requirementReviewOperational
VILLAGE HALL AND RECREATION GROUNDS
Registers of: application to hire, lettings, diaries, copies of bills to hirers, record of tickets issued12 months after end of financial year.   ReviewOperational