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The Retention of Documents policy was adopted by the Council meeting on 26th February 2013 and updated March 2017

The Town 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 Town Council.

This document provides the policy framework through which this effective management can be achieved and audited.

It covers: Scope, Responsibilities, Retention Schedule and Scope of Policy

This policy applies to all records created, received or maintained by the Town Council of Tickhill, in the course of carrying out its functions. Records are defined as all those documents which facilitate the business carried out by the Town Council and which are thereafter retained(for a set period) to provide evidence of its transactions or activities. These records may be received or maintained in hard copy or electronically.

A small percentage of the Town Council’s records will be selected for permanent preservation as part of the Council’s archives and for historic research.

 

RESPONSIBILITIES

The Town Council has a corporate responsibility to maintain its records and record management systems in accordance with the regulatory environment. The person with overall responsibility for the implementation of this policy is the CLERK to the TOWN COUNCIL, and she 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 Town Council is required to maintain a retention schedule listing the record series which it creates in the course of 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.

 

Document                                              Minimum Retention                                          Reason

Minute Books                                          Indefinite                                                              Archive

Annual Records                                                  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

Paid Invoices                                           7 years                                                                              Audit/VAT

VAT records                                            7 years                                                                              Audit/VAT

Salary records                                         7 years                                                                              Audit

Tax & NI records                                    7 years                                                                              Audit

Insurance policies                                  whilst valid                                                            Audit

Cert of Employers Liability                    40 YEARS                                                            Audit/LEGAL

Cert of Public Liability                            40 YEARS                                                            Audit/LEGAL

Assets register                                                    Indefinite                                                              Audit

Deeds, leases                                         Indefinite                                                              Audit

Booking policy                                         7 years                                                                              Management

Copies of bills to hirers                                      7 years                                                                              Audit/Management

 

PLANNING APPLICATIONS

 

All planning applications and relevant decision notices are available on D.M.B.C. website.

There is no requirement to retain duplicates locally. All Parish Council recommendations in connection with these applications are recorded in the council minutes and are retained indefinitely. Correspondence in connection with applications will be retained as stated below.

 

Declarations of acceptance

Of office                                                   Term of office+1yr                                               Management

 

Members register of

Interests                                                  Term of office+1yr                                               Management

 

Complaints                                              1 year                                                                    Management

 

General Information                               3 months                                                              Management

 

Routine Correspondence                      6 months                                                              Management

 

Disposal Procedures: All documents that are no longer required for administrative reasons should be shredded and disposed of accordingly.

 

Signed by: Clerk to Tickhill Town Council

 Mrs. Margaret Cannings-Clough..............................................................................

Dated 14th March 2017

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TICKHILL TOWN COUNCIL

RETENTION OF DOCUMENTS POLICY