Records Retention Policy
Introduction
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.
Scope
This policy applies to all records created, received or maintained by Fillingham Parish Meeting. It also applies to Village Hall records that are a regulatory requirement.
Responsibilities
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 RFO-Clerk.
Retention Schedule
All records are retained on the Parish Onedrive and retained for a period of 6 years, unless otherwise stated.
Meetings
- Agendas & minutes of Parish meetings
- Parish Representatives Acceptance of office forms
Finance
- Financial plan
- Asset register
- Parish Annual accounts with supporting (transactional level details). 2026 onwards held in Quickfiles. Pre 2026 hardcopy records held in the village hall filing cabinet.
- Village Hall Annual accounts with supporting (transactional level details). 2026 onwards held in Quickfiles. Pre 2026 hardcopy records held in the village hall filing cabinet.
- AGAR certificates of exemption
- Internal Audits
- Insurance policy
Health & Safety
- Accident book. Hardcopy records held in the village hall filing cabinet.
- Risk assessments
- Village Hall annual Gas safety check
- Village Hall annual fires safety check
- Village Hall annual PAT test check
- Smoke detector 5 yearly check
- Electrical fuseboard 5 yearly check
- Playground annual inspaction check
IT
- .gov emails related to planning or other such significant issues shall be kept for 6 years. All others shall be kept for a minimum of 6 months.
Issued
June 2026