DURLEY PARISH COUNCIL
RETENTION OF DOCUMENTS AND RECORDS POLICY
Under the Freedom of Information Act 2000, Durley 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 sets out 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 to Durley Parish Council.
The schedule below shows how Durley Parish Council retain their records for audit.
|Document||Minimum retention period||Reason for retention|
|Signed Minutes of Council Meetings (hard copy)||Indefinite||Archived with Hampshire Records Office after 2 years|
|Scale of fees and charges||6 years||Management|
|Receipt and payment accounts (hard copy)||Indefinite||Archived|
|Receipt books||6 years||Audit|
|Invoice books||6 years||Audit|
|Bank statement of all bank accounts||Last completed Audit year||Audit|
|Bank paying-in books||Last completed Audit year||Audit|
|Cheque book stubs||Last completed Audit year||Audit|
|Quotations and tenders||6 years||Management|
|Paid invoices||6 years||VAT/Audit|
|VAT records||6 years||VAT/Audit|
|Payroll records||12 years||Superannuation|
|Insurance policies||While valid||Management|
|Certificates for insurance against liability for employees||40 years from date from when insurance commenced or was renewed||The Employer’s Liability (Compulsory Insurance) Regulations 1998 (SI.2753), Management|
|Title Deeds, Leases, Agreements, Contracts||Indefinite||Audit/Management|
|Planning Applications||Until considered by Council. All Applications are held on-line by WCC or HCC||Planning and enforcement|
|Public Consultation surveys||Retain as long as useful or consultation completed||Management|
PLEASE NOTE: Documents are stored in the Clerk’s Office or in the County Archives at Winchester.