Annex B - Document Retention Schedule
|
Document type |
Minimum Retention Period |
Reason |
|
Minutes |
|
|
|
Minutes of Council meetings |
Indefinite |
Archive |
|
Minutes of committee meetings |
Indefinite |
Archive |
|
Employment |
|
|
|
Staff employment contracts |
6 years after ceasing employment |
Management |
|
Staff payroll information |
3 years |
Management |
|
Staff references |
6 years after ceasing employment |
Management |
|
Application forms (interviewed – unsuccessful) |
6 months |
Management |
|
Application forms (interviewed – successful) |
6 years after ceasing employment |
Management |
|
Disciplinary files |
6 years after ceasing employment |
Management |
|
Staff appraisals |
6 years after ceasing employment |
Management |
|
Finance |
|
|
|
Scales of fees and charges |
6 years |
Management |
|
Receipt and payment accounts |
6 years |
VAT |
|
Bank statements |
Last completed audit year |
Audit |
|
Cheque book stubs |
Last completed audit year |
Audit |
|
Paid invoices |
Last completed audit year |
VAT |
|
Paid cheques |
Last completed audit year |
Limitation Act 1980 |
|
Payroll records |
3 years |
HMRC |
|
Petty cash accounts |
Last completed audit year |
Audit |
|
Insurance |
|
|
|
Insurance policies |
6 years after policy end |
Management |
|
Certificates for Insurance against liability for employees |
6 years after policy end |
Management |
|
Certificates for Public Liability |
6 years after policy end |
Management |
|
Insurance claim records |
6 years after policy end |
Management |
|
Health and Safety |
|
|
|
Accident books |
3 years from date of last entry |
Statutory |
|
Risk assessment |
3 years |
Management |
|
General Management |
|
|
|
Councillors contact details |
Duration of membership |
Management |
|
Lease agreements |
12 years |
Limitation Act 1980 |
|
Contracts |
6 years |
Limitation Act 1980 |
|
Email messages |
At end of useful life |
Management |
|
Consent forms |
5 years |
Management |
|
GDPR Security Compliance form |
Duration of membership |
Management |