Records Retention Policy

Records Retention Policy

Edenham & Grimsthorpe 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 association. This document provides the policy framework through which this effective management can be achieved and audited.

It covers:

  • Scope
  • Responsibilities
  • Retention Schedule


This policy applies to all records created, received or maintained by Edenham & Grimsthorpe Parish Council in the course of carrying out its functions. Records are defined as all those documents which facilitate the business carried out by Edenham & Grimsthorpe 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 Edenham & Grimsthorpe Parish Council records may be selected for permanent preservation as part of the Councils archives and for historical research.


Edenham & Grimsthorpe 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 this policy is the Clerk. The person responsible for records management will give guidance for good records management practice and will promote compliance with this policy so that information will be retrieved easily, appropriately and timely. Individual staff and employees must ensure that records for which they are responsible are accurate, and are maintained and disposed of in accordance with Edenham & Grimsthorpe Parish Council’s records management guidelines.

Retention Schedule

The retention schedule refers to record series regardless of the media in which they are stored

Document  Retention Period Reason
Minutes of Parish Council Meetings  Indefinite Archive
Minutes of Committee Meetings  Indefinite Archive
Staff employment contracts 6 years after ceasing employment Management 
Staff payroll information 3 years Management
Staff references 6 years after ceasing employment Management
Application forms (interviewed – unsuccessful) 6 months Management
Application forms (interviewed – successful) 6 years after ceasing employment Management
Disciplinary files 6 years after ceasing employment Management
Staff appraisals 6 years after ceasing employment Management
Scales of fees and charges 6 years Management 
Receipt and payment accounts 6 years VAT
Bank statements Last completed audit year Audit
Cheque book stubs Last completed audit year Audit 
Paid invoices Last completed audit year VAT
Paid cheques Last completed audit year Limitation Act 1980
Payroll records 3 years HMRC
Petty cash accounts Last completed audit year Audit
Insurance policies 6 years after policy end Management
Certificates for Insurance against liability for employees 6 years after policy end Management
Certificates for Public Liability 6 years after policy end Management 
Insurance claim records 6 years after policy end Management
Health & Safety - Accident books 3 years from date of last entry Statutory
H&S Risk assessment 3 Years Management
Councillors contact details Duration of membership Management 
Lease agreements 12 years Limitation Act 1980
Contracts 6 years Limitation Act 1980
Email messages At end of useful life Management
Consent forms 5 years Management 
GDPR Security Compliance form Duration of membership Management