HAYTON PARISH COUNCIL
Documents & Records Management Policy
Archive, Recovery and Disposal
Documents of local and or historical importance, if not kept by the local council, is deposited
with the County Archives. All other documents are retained in compliance with the Annex
below.
Hayton Parish Council retains an up to date list of the paper and electronic files kept in the
council’s office. There is also an up to date list of files kept at the County Archives.
All electronic files are kept on the council computer including archived files. The electronic files
are also downloaded to a USB and are backed up in an ‘i-cloud’ database.
Disposal of files is by way of using in general waste facilities if not covered by the Data
Protection Act 1998 and is non-confidential. Confidential waste is initially shredded using a
cross cut shredder and or destroyed using a confidential waste supplier or by burning.
Information Security
Information is stored by the Council in a variety of ways including electronic storage and
printed copies. Records/documents are stored in an appropriate manner to enable the Council
to manage and retrieve information as required.
The Parish Council computer is password protected.
Types of information:
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

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Printed or written on paper
Stored electronically
Published on the internet
Transmitted by post or electronically
conversational
Information security is the responsibility of the Clerk to the Council and individual councillors.
Information security requires the adherence to the Record Management and Data Protection
Policies of the Council.
Where sensitive information is provided, all recipients are expected to respect the nature of
such information and afford it the appropriate level of security.
Storage of sensitive and/or confidential documents will be secured in a fire proof safe.
Retention of Documents
Attached is an Annex indicating the appropriate minimum retention periods for audit and other
reasons. There is a clear need to retain documentation for audit purposes, staff management,
tax liabilities and the eventuality of legal disputes and legal proceedings. Subject to the
aforementioned reasons for retaining documents, papers and records may be destroyed if they
are no longer of use or relevant.
This policy shall be reviewed annually.
Approved by Hayton Parish Council on 15 July 2015
Chairman
ANNEX - RETENTION OF DOCUMENTS
DOCUMENT
MINIMUM
RETENTION PERIOD
Indefinite
Archive
Scale of Fees and
Charges
Receipt and Payment
Account(s)
6 years
Management
Indefinite
Archive
Paper, Electronic
County Archives
Receipt Books of all
kinds
Bank Statements, inc.
deposit/savings
accounts
Bank Paying in books
Cheque Book stubs
Quotations and Tenders
6 years
VAT
Paper
6 years
Audit, Management
Paper
6 years
6 years
6 years
Paper
Paper
Paper, part electronic
Paid invoices
Paid Cheques
6 years
6 years
VAT Records
Petty cash, postage and
telephone books
Timesheets
6 years
6 years
Audit, Management
Audit, Management
Limitation Act 1980 (as
amended)
VAT
Limitation Act 1980 (as
amended)
VAT
Tax, VAT, Limitation Act
1980 (as amended)
Audit
Superannuation
Cumbria Payroll
Services, paper,
electronic
Paper
Paper
Minute Books
Wages Books
Insurance Policies
Certificates for
insurance against
liability for employees
Investments
Title Deeds, leases,
agreements. contracts
Members Allowances
Register
PLANNING PAPERS
Planning Application
Last completed audit
year
12 years
REASON
METHOD OF
RETENTION
Paper, Electronic
County Archives
Paper, Electronic
Paper
Bank
Paper, electronic
Paper, electronic
Paper
While valid
40 years from date on
which insurance
commenced or was
renewed
Indefinite
Indefinite
Management
The Employers’ Liability
(Compulsory Insurance)
Regulations 1998
(SI.2753), Management
Audit, Management
Audit, Management
6 years
Tax, Limitation Act 1980
(as amended)
Paper
Until development is
Best Practice
Electronic, Part paper
Paper
Paper, part electronic
DOCUMENT
and Decision Letters
Appeal Decision Letters
MINIMUM
RETENTION PERIOD
completed
Retained as above or
indefinitely if possible
wider implications such
as setting a precedent
Planning Permission
Until the period within
Refusal
which an appeal can be
made has expired. If an
appeal is made and
dismissed it may be
worth retaining against
further applications
relating to the same site
Planning Application
Indefinitely (contained
Referencing and Filing
within the Minute
System
Books). Archived
electronically
Structure Plans/Local
Retained as long as in
Plans
force
Information from other As long as it is useful
bodies
and relevant
Magazines and Journals Councils own
publications – copies to
the British Library Board
Correspondence
While useful and
relevant
Documentation
Kept securely and in
relating to Staff
accordance with the
Data Protection Act
1998 and should not be
kept for longer than is
necessary for the
purpose it was held
REASON
METHOD OF
RETENTION
Best practice
Electronic, part paper
Best Practice
Electronic, part paper
Best Practice
Electronic
Best Practice
Paper
Best Practice
Paper, Electronic
The Legal Deposit
Libraries Act 2003
Paper, Electronic
Best Practice, Data
Protection Act 1998
Limitation Act 1980 (as
amended)
Employment Rights Act
1996 – 6 months
Employment Tribunal –
3 months
Paper, Electronic
Paper, Electronic