Policies & Procedures

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.

Unless specifically required by legislation, all records shall be held electronically in the Village Onedrive.


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. Signed hardcopy held by Chair (Duplication required by legislation)
  • Parish Representatives Acceptance of office forms

Finance

  • Financial plan
  • Asset register
  • Parish Annual accounts with supporting records. 2026 onwards held in Quickfiles. Pre 2026 hardcopy records held by RFO.
  • Village Hall Annual accounts with supporting records. 2026 onwards held in Quickfiles. Pre 2026 hardcopy records held by RFO.
  • AGAR certificates of exemption
  • Internal Audits
  • Insurance policy

Health & Safety

  • Accident book. Hardback book held in the Village Hall kitchen First Aid cupboard
  • Fire check book. Softback book held in the Village Hall kitchen First Aid cupboard
  • 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 and then deleted.

Issued

June 2026