Records Retention Policy Horton Parish Council 
 
Horton 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 association. This document provides the policy framework through which this effective management can be achieved and audited.  
It covers:  
•	Scope  
•	Responsibilities 
•	Retention Schedule   

Scope 
 
This policy applies to all records created, received or maintained by Horton Parish Council in the course of carrying out its functions. Records are defined as all those documents which facilitate the business carried out by Horton 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 Horton Parish Council records may be selected for permanent preservation as part of the Councils archives and for historical research.  
 
Responsibilities  
Horton 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 person responsible for records management 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 Horton Parish Council’s records management guidelines.  

 

Retention Schedule 
The retention schedule refers to record series regardless of the media in which they are stored.  
Document 	Minimum Retention Period 	Reason 	
Minutes 	 	 	
Minutes of Council meetings 	Indefinite 	Archive 	
Minutes of committee meetings 	Indefinite 	Archive 	

			
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 	
Superannuation Details 	X no of years following retirement / death 	Management 	
Finance 	 	 	
Scales of fees and charges 	6 years 	Management 	
Receipt and payment accounts 	Indefinite 	Archive 	
Bank statements 	Last completed audit year 	Audit 	
Cheque book stubs 	Last completed audit year 	Audit 	
Paid invoices 	6 years 	VAT 	
Paid cheques 	6 years 	Limitation Act 1980 	
Payroll records 	6 years + current year 	HMRC 	
Petty cash accounts 	6 years 	VAT 	
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