Document Retention

Bishton Community Council is required to maintain a records retention policy, regardless of the media in which they are stored. There is a clear need to retain documentation for audit purposes, staff management, tax liabilities, and the eventuality of legal disputes and legal proceedings. Consequently, our Document Retention Policy lays down the minimum length of time which the records need to be retained for audit and other purposes and the action which should be taken when of no further administrative use. Additional documents are also identified which are not subject to audit, staff management, tax liabilities and other purposes but for the general management of our Community Council or of historical interest.

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