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DOCUMENT RETENTION POLICY


Smith's Wood Parish Council will retain its important documents for the periods listed in the table below.  These periods are to be considered as minimum retention times.  Administering the retention of documents is the responsibility of the Clerk to the Council.  If held, documents may be made available in response to a Freedom of Information request pursuant to the requirements of the Council's Freedom of Information Publication Scheme.


Document

Minimum Retention Period

Reason

Minutes

Indefinite

Archive

Receipt and payment account(s)

Indefinite

Archive

Receipt books of all kinds

6 complete financial years

VAT

Bank statements, including deposit/savings accounts

6 complete financial years

VAT

Bank paying-in books

6 complete financial years

VAT

Cheque book stubs

6 complete financial years

VAT

Quotations and tenders

6 complete financial years

VAT

Paid invoices

6 complete financial years

VAT

Paid cheques

6 complete financial years

VAT

VAT records

6 complete financial years

VAT

Petty cash, postage and telephone books

6 complete financial years

VAT

Insurance policies

While valid

Management

Public Liability Certificates

40 years

Audit, Management

Investments

Indefinite

Audit, Management

Title Deeds, leases, agreements, contracts

Indefinite

Audit, Management

Declarations of Acceptance of Office

Term of office + 1 year


Planning Applications and all associated documents where planning is granted

Decision Notices - till expiry of consent (usually 3 years).  All other documents - 1 year from granted date

Management

Planning Applications and all associated documents where planning is refused

Until the period within which an appeal can be made has expired

Management

Magazines, journals, consultations and general information

As long as they are useful or relevant

Management

Routine correspondence and emails

3 months (may be longer depending on content)

Management