General Data Processing Requirements (GDPR)

Retention of Records Policy

Kirkby Underwood Parish Council will retain its important documents for the periods listed in the table (consistent with advice from LALC Legal Topic Note 40 2010).

These periods are to be considered as minimum retention times.

The Clerk will be responsible for ensuring that the documents are filed in an orderly and secure manner at all times.

DOCUMENT	MINIMUM RETENTION PERIOD	REASON
Bank Paying in books	Last completed audit year	Audit
Bank statements including deposit/saving accounts	Last completed audit year	Audit
Certificates for Insurance against liability for employees	40 years from date on which insurance commenced or was renewed	The Employers Liability (Compulsory Insurance) Regulations 1998 (s1 2753) Management
Cheque Book Stubs	Last completed audit year	Audit
Councillors Declarations of Office	4 years or until they vacate office	Operational
For allotments Register and Plans	Indefinite	Audit, Management
For Burial Grounds All files	Indefinite	Archives, Local Cemeteries Order 1977 (s1.204)
Insurance Policies	While valid	Management
Investments	Indefinite	Audit, Management
Members allowances register	6 years	Tax, Limitation Act 1980 (as amended)
Minutes	Indefinite	Archive
Paid Cheques	6 years	Limitation Act 1980 (as amended)
Paid Invoices	6 years	VAT
Parish Council response to planning applications and all associated documents where planning is granted	At least until completion of development- major/contentious developments only	Management
Parish Council response to planning applications and all associated documents where planning is refused	At least until the period within which an appeal can be made has expired	Management
Petty Cash, postage and telephone books	6 years	Tax, Limitation Act 1980 (as amended)
Quotations and tenders	6 years	Limitation Act 1980 (as amended)
Receipt books of all kinds	Indefinite	VAT
Receipt and payment account(s)	Indefinite	Archive
Scales of fees and charges	6 years	Management
Structure plans, Local Plans and similar documents	Retained for as long as they are in force	Management
Timesheets	Last completed audit year	Audit
Title deeds, leases, agreements, contacts	Indefinite	Audit, Management
VAT records	6 years	VAT
Wages Books	12 years	Superannuation