Adopted by Full Council on 5 February 2025 Revision date:
pg. 1
The Parish Council 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 Parish Council.
This document provides the policy framework through which this effective
management can be achieved and audited. It covers:
This policy applies to all records created, received or maintained by the Parish
Council in the course of carrying out its functions.
Records are defined as all those documents which facilitate the business carried out
by the Parish Council and which are thereafter retained (for a set period) 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 the Parish Council’s
records will be selected for permanent preservation as part of the Council’s archives
and for historical research.
The Parish Council has a corporate responsibility to maintain its records and record
management systems in accordance with the regulatory environment. The person
with overall responsibility for the implementation of this policy is the Clerk to the
Parish Council, and she/he is required to manage the Council’s records in such a
way as to promote compliance with this policy so that information will be retrieved
easily, appropriately and in a timely manner.
Under the Freedom of Information Act 2000, the Parish Council is required to
maintain a retention schedule listing the record series which it creates in the course
of its business. The retention schedule lays down the length of time which the record
needs to be retained and the action which should be taken when it is of no further
administrative use. The Clerk is expected to manage the current record keeping
systems using the retention schedule and to take account of the different retention
periods when creating new record keeping systems.
Adopted by Full Council on 5 February 2025 Revision date:
pg. 2
All documents that are no longer required for administrative reasons should be
shredded, destroyed and disposed of and /or deleted.
This retention schedule refers to record series regardless of the media in which they
are stored.
Adopted by Full Council on 5 February 2025 Revision date:
pg. 3
All planning applications and relevant decision notices are available at Cumberland Council or Lake
District National Park Planning Office. There is no requirement to retain duplicates locally. All Parish
Council recommendations in connection with these applications are recorded in the Council minutes
and are retained indefinitely. Correspondence received in connection with applications will be retained
as stated in the above schedule.
| Document | Minimum | Reason |
|---|---|---|
| Minute Books | Indefinite | Archive |
| Scales of fees and charges | 6 years | Management |
| Receipt & Payment Accounts | Indefinite | Archive |
| Receipt Books | 6 years | VAT |
| Bank Statements, paying in books, cheque book stubs |
Last completed year plus current year |
Audit |
| Quotations & Tenders | 6 years | Limitation Act 1980 (as amended) |
| Paid Invoices & paid cheques | 6 years | VAT & Limitation Act |
| VAT Records | 6 years | VAT |
| Timesheets | Last completed year plus current year |
Audit |
| Wages books | 12 years | Superannuation |
| Insurance policies | While valid – as long as it is possible for a claim to be made under it. |
Management |
| Certificates of Employers Liability Insurance |
Indefinitely | Employers Liability Insurance Regs1998 |
| Investments | Indefinitely | Audit, Management |
| Title Deeds, leases, agreements, contracts |
Indefinitely | Audit, Management |
| Members Allowance Register | 6 years | Tax Limitation Act 1980 (as amended) |
| Planning Applications | Until considered by committee of full council |
Management |
| Declarations of Acceptance of Office |
Term of office + 1 year | Management |
| Members’ Register of Interests | Term of office + 1 year | Management |
| Complaints | 1 year | Management |
| General information not required for historical purposes |
1 year | Management |
| Routine correspondence & emails |
1 year | Management |
| Project/topic based information |
Length of project + 1 year | Management |