Records Retention Policy
1. Introduction
1.1. Fillingham Parish Meeting 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.
1.2 This Policy describes the Scope, Responsibilities and the Records Retention Schedule.
2. Scope
2.1. This policy applies to all records created, received or maintained by Fillingham Parish Meeting in the course of carrying out its functions. Records are defined as all those documents which facilitate the business carried out by Fillingham Parish Meeting and which are thereafter retained (as defined) 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 Fillingham Parish Meeting records may be selected for permanent preservation as part of the Parish Meeting’s archives and for historical research.
3. Responsibilities
3.1. Fillingham Parish Meeting 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 Vice Chair. 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 in a timely manner. Parish Representatives must ensure that records for which they are responsible are accurate, and are maintained and disposed of in accordance with Fillingham Parish Meeting’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 |
| Parish Representatives | ||
| Parish Representatives’ Acceptance of Office Forms | 6 years after ceasing role | Management |
| Finance | ||
| Receipt and payment accounts | 6 years | VAT |
| Bank statements | 6 years | Audit |
| Cheque book stubs | 6 years | Audit |
| Paid invoices | 6 years | VAT |
| Paid cheques | 6 years | Limitation Act 1980 |
| Petty cash accounts | 6 years | 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 | ||
| Parish Representatives’ contact details | Duration of membership | Management |
| 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 |
This Retention Policy was adopted by the Parish Meeting at the meeting held on the 13th May 2019
Signed:
Chair of Fillingham Parish Meeting