Freedom of Information

 

Retention of Documents and Records

(Based on NALC Legal Topic Note (LTN) 40 – November 2007)

This policy details the minimum retention time required for council documents before disposal in order for the council to comply with the Freedom of Information Act 2000 Publication Scheme. Where variable times are indicated the Council will review storage after the minimum period has elapsed.

Document

Minimum Period

Reason

MINUTES

Approved minutes

Indefinite

Archive

Draft/rough/notes of minutes

taken at meetings

Until minutes are approved

Management

FINANCE

Receipt and Payment Accounts

Indefinite

Archive

Paid invoices

6 years

VAT

VAT records

6 years

VAT

Bank Statements

Last completed audit year

Audit

Paying in books

Last completed audit year

Audit

Cheque stubs

Last completed audit year

Audit

Scales of fees and charges

5 years

Management

Members allowances register

6 years

Tax, Statute of Limitations

PLANNING

Permissions

6 years

Compliance

Permissions - on appeal

Indefinite

Precedent

Permissions - commercial or development

Indefinite

Future compliance

Refusals

2 years

Appeals

INSURANCE

Insurance policies

2 years

Management

Certificates of Employers’ Liability Insurance

40 years

Limitation period

OTHER

Quotations and tenders

12 years /indefinite

Statute of Limitations

Title deeds, leases, agreements, contracts

Indefinite

Audit, Management

Routine correspondence, papers,

notes & emails

Retain as long as useful