(A pdf version of this policy is available for download here)
St Stephen in Brannel Parish 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 Parish Council.
This document provides the policy framework through which this effective management can be achieved and audited. It covers:
- Scope
- Responsibilities
- Relationships with existing policies
- Retention Schedule
Scope of the policy
This policy applies to all records created, received or maintained by the Parish Council in the course of carrying out its functions. Records are defined as all those documents which facilitate the business carried out by the Parish Council and which are thereafter retained (for a set period) to provide evidence of its transactions or activities. These records may be created, received or maintained in hard copy or electronically.
A small percentage of the Parish Council’s records will be selected for permanent preservation as part of the Council’s archives and for historical research.
Responsibilities
The Parish 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 this policy is the Clerk.
The Clerk will give guidance for good records management practice and will promote compliance with this policy so that information will be retrieved easily, appropriately and timely.
Individual staff and employees must ensure that records for which they are responsible are accurate and are maintained and disposed of in accordance with the Parish Council’s records management guidelines.
The Parish Council will only keep data for as long as it is necessary to do so.
Relationship with existing policies
This policy has been drawn up within the context of:
- Freedom of Information policy
- General Privacy Notice
- Privacy Notice
- Publication Scheme
and with other legislation or regulations (including audit and Statute of Limitations) affecting the Parish Council.
Retention Schedule
Under the Freedom of Information Act 2000, the Parish 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.
Members of staff are expected to manage their current record keeping systems using the retention schedule and to take account of the different kinds of retention periods when they are creating new record keeping systems.
Councillors are expected to manage their current record keeping systems using the retention schedule.
The retention schedule refers to record series regardless of the media in which they are stored.
Planning Applications
All planning applications and relevant decision notices are available from Cornwall Council. 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 received in connection with applications will be retained as stated below.
List of Documents
| Document | Minimum Retention Period | Reason | Location Retained | Disposal |
| Minutes and Correspondence | ||||
| Signed Minutes | Indefinite | Archive, Public inspection | Parish Council office | NA |
| Agendas | Indefinite | Archive, Public inspection | Parish Council office | NA |
| General emails and correspondence | Retained for as long as document is needed and to a maximum of 3 years | Management | Parish Council office | Confidential waste |
| Information from other bodies (ie. circulars from CALC) | Retained for as long as document is useful | Management | Parish Council office | Bin |
| Local/historical information | Indefinite | To be securely kept for the benefit of the Parish | Parish Council office | NA |
| Magazines and journals | Retained for as long as document is useful | The Legal Deposit Libraries Act 2003 | Parish Council office | Bin |
| Insurance | ||||
| Accident/incident reports | 20 years | Potential claims | Parish Council office | Confidential waste – a list will be kept of those documents disposed of to meet the requirements of the GDPR requirements. |
| Insurance policies | While valid | Management | Parish Council office | Confidential waste |
| Insurance claims | 7 years after all obligations are concluded or child reaches age of 25 | Limitation Act 1980 (as amended) | Parish Council office | Confidential waste |
| Insurance certificates | 40 years | The Employers Liability (Compulsory Insurance) Regulations 1998 (SI 2753) | Parish Council office and County Archives | Bin |
| Health & safety inspection records | 6 years | Management | Parish Council office | Bin |
| Finance and Payroll | ||||
| Audited Accounts | Indefinite | Audit | Parish Council office | NA |
| Receipt and payment accounts | Indefinite | Archive | Parish Council office or County Archives | NA |
| Receipts books of all kinds | 6 years | VAT | Parish Council office | Bin |
| All bank statements | Last completed audit year | Audit | Parish Council office | Confidential waste |
| Bank paying-in books | Last completed audit year | Audit | Parish Council office | Confidential waste |
| Cheque book stubs | Last completed audit year | Audit | Parish Council office | Confidential waste |
| Quotations and tenders (successful) | 6 years | Limitation Act 1980 (as amended) | Parish Council office | Confidential waste – a list will be kept of those documents disposed of to meet the requirements of the GDPR requirements |
| Paid invoices | 6 years | VAT | Confidential waste | |
| Paid cheques | 6 years | Limitation Act 1980 (as amended) | Parish Council office | Confidential waste |
| VAT records | 6 years | VAT | Parish Council office | Confidential waste |
| Petty cash, postage and telephone books | 6 years | Tax, VAT, Limitation Act 1980 (as amended) | Parish Council office | Confidential waste |
| Timesheets | Last completed audit year | Audit | Parish Council office | Bin |
| Wages/payroll | 12 years | Superannuation | Parish Council office | Confidential waste |
| Scale of fees and charges | 6 years | Management | Parish Council office | Bin |
| Salary records | 6 years from end of employment | Audit | Parish Council office | Confidential waste |
| Tax & NI records | 6 years from end of employment | Audit | Parish Council office | Confidential waste |
| Budgets | Indefinite | Local Choice | Parish Council office | NA |
| Asset register | Indefinite | Audit | Parish Council office | NA |
| Rent records | 12 years | VAT, Audit | Parish Council office | Confidential waste |
| Human Resources | ||||
| Staff files | 6 years from end of employment | Audit | Parish Council office | Confidential waste |
| Job applications (unsuccessful) | 6 months from time of appointment | Management | Parish Council office | Confidential waste |
| Time sheets | Last completed audit year | Audit | Parish Council office | Confidential waste |
| Brannel Room Hire | ||||
| Booking policy | 6 years | Management | Parish Council office | Bin |
| Copies of invoices to hirers | 6 years | VAT | Parish Council office | Confidential waste |
| Letting diary | 6 years | Management | Parish Council office | Confidential waste |
| Miscellaneous | ||||
| Strategic Plans | Until superseded | Common Practice | Parish Council Office | Bin |
| Policies & Operational Procedures | Until superseded | Common Practice | Parish Council Office | Bin |
| Declarations of office | Term of office | Management | Parish Council office | Confidential waste |
| Members register of interests | Term of office | Management | Parish Council office | Confidential waste |
| Complaints | 2 years from resolution | Management | Parish Council office | Confidential waste |
| Investments | Indefinite | Audit, Management | Parish Council office | NA |
| Title deeds, leases, agreements, contracts | Indefinite | Audit, Management | Parish Council office and County Archives | NA |
| Members allowances register | 6 years | Tax, Limitation Act 1980 (as amended) | Parish Council office | Confidential waste |
| Legal/Litigation Files | 12 years | Common practice | Parish Council office | Confidential waste |
| Planning Applications | Until development has been completed | Common practice | Parish Council office | Confidential waste |
| Planning Decisions | Until development has been completed | Common practice | Parish Council office | Confidential waste |
| Planning Appeals | If successful, until development has been completed.
If refused, until the end of the appeal process. |
Common practice | Parish Council office | Confidential waste |
| Local/Historic Information | Indefinite | Local Government (Records) Act 1962 | Parish Council office | NA |
| Allotments | ||||
| Register and plans | Indefinite | Audit, Management | Parish Council office and County Archives | NA |
| Lease agreements | Whilst valid | Management | Parish Council office | Confidential waste |
| Burial Grounds | ||||
| Register of Burials | Indefinite | Management | Parish Council office | NA |
| Register of purchased graves | Indefinite | Management | Parish Council office | NA |
| Register/plan of grave spaces | Indefinite | Management | Parish Council office | NA |
| Register of memorials | Indefinite | Management | Parish Council office | NA |
| Applications for interment | Indefinite | Management | Parish Council office and County Archives | NA |
| Applications for right to erect memorial | Indefinite | Management | Parish Council office and County Archives | NA |
| Disposal certificates | Indefinite | Management | Parish Council office | NA |
| Copy of exclusive right of burial | Indefinite | Management | Parish Council office | NA |
| General correspondence | Retained for as long as document is needed and to a maximum of 3 years | Management | Parish Council office | Confidential waste |
| Invoices | Indefinite | Management | Parish Council office | NA |
| Rules and regulations | Whilst valid | Management | Parish Council office | Bin |
[Adopted by Full Council on the meeting held on Wednesday 10th May 2023 under minute number FPC135/23. Due for review in 2026.]