Document | Minimum Retention Period | Reason |
Administration |
Signed annual council and committee minutes | Indefinite Transfer to Gwent Archives after 4 years | Archive |
Agendas | Indefinite Transfer to Gwent Archives after 4 years | Archive |
Reports/documents circulated with agendas | Keep as per related agendas | Management |
Councillors’ declarations of office | 2 years from end of term of office | Management |
Councillors’ register of interests | 2 years from end of appointment | Management |
Routine correspondence and papers | 6 years after end of administrative use | Management |
Correspondence and papers on important local issues or activities | 6 years after end of administrative use | Management |
Planning applications for minor works | 6 years after decision | Management |
Planning applications and related papers for controversial developments | 6 years after decision | Management |
Planning Appeal decisions | 6 years from conclusion of Appeal | Management |
Elections |
Ballot papers for Community Council elections | 6 months from close of poll | To comply with Local Elections Rule 2004 s48 |
Nomination Forms for Candidates for election to Community Council | 6 months from close of poll | Management |
Register of Electors | End of administrative use | Management |
Application Forms for co-opting onto the Community Council | 6 months from close of co-opting opportunity | Management |
Legal and Property |
Title deeds, leases, agreements, contracts | Indefinite | Audit, Management |
Investments | Indefinite | Audit, Management |
Insurance Policies | 40 years from end of policy | Management |
Certificates for Insurance against liability for employees | 40 years from date on which insurance commenced or was renewed | The Employer’s Liability (Compulsory Insurance Regulations 1998)/ Management |
Maps, plans and surveys of property owned by the Community Council | Indefinite | Management |
Maps created under the Rights of Way Act 1932 | Indefinite | Management |
Tenders and quotations (successful) – for contracts under hand | 6 years after contract has expired | Limitation Act 1980 (as amended) |
Tenders and quotations (successful) – for contracts under seal | 12 years after contract has expired | Limitation Act 1980 (as amended) |
Tenders and quotations (unsuccessful) | 1 year after start of contract | Management |
Financial |
Scales of fees and charges | 6 years | Management |
Account books, receipt and payment books | 6 years from end of current financial year | VAT |
Financial returns to district auditors | 6 years from end of current financial year | Audit/Management |
Bank Statements, including deposit/savings accounts | Last completed audit year | Audit |
Bank paying-in books, Cheque book stubs | Last completed audit year | Audit, Management |
Paid invoices | 6 years | VAT |
Paid cheques | 6 years | Limitation Act 1980 (as amended) |
VAT records | 6 years generally, but 20 years for VAT on rents | VAT |
Petty cash, postage and telephone books | 6 years | Tax, VAT, Limitation Act 1980 (as amended) |
Members allowances register | 6 years | Tax, Limitation Act 1980 (as amended) |
Wages books | 12 years | Superannuation |
Staff/Personal Information |
Should be kept securely and in accordance with the data protection principles contained in the General Data Protection Regulations 2018. The principles provide that personal data in relation to staff should not be kept for longer than is necessary for the purpose it was held. However even after an employment relationship has ended, Bishton Community Council may need to retain and access staff records for former staff for the purpose of giving references, payment of tax, national insurance contributions and pensions, and in respect of any related legal claims made against the Community Council. |
Miscellaneous |
For Halls, Centres and Recreation Grounds – · Application to hire · Lettings diaries · Copies of bills to hires · Record of tickets issued | 6 years | VAT |
Register and plans for Allotments | Indefinite | Audit, Management |
Community Grant applications and final report on outcome | 6 years after project has expired | Management |
Photographs | Indefinite Transfer to Gwent Archives after 4 years, but photographs need to be identified and dated to be useful in the future | Archive |
Community Newsletters | Indefinite Preserve one copy of every issue and transfer to Gwent Archives after 4 years | Archive |
Clerk’s hand written notes of Community Council meetings | Until a typed up record has been completed | Management |
Hand written notes held by Councillors or Clerk from conferences and other Community Council related events | When no longer relevant or required | Management |
Information from other bodies e.g. circulars, booklets etc. from Newport Council, One Voice Wales, National Association of Local Councils etc. | When no longer relevant or required | Management |