Record Management Policy
Many of the council’s documents have historic or local interest for the future. In view of this, Market Deeping Town Council has resolved to adopt the following retention policy.
|
Document |
Minimum Retention |
Period Reason |
|
Minutes |
Indefinite |
Archive |
|
Scale of fees and charges |
5 years |
Management |
|
Receipt and payment accounts |
Indefinite |
Archive |
|
Receipt books of all kinds |
6 years |
VAT |
|
Bank statements (including deposit/savings accounts) |
Last completed audit year |
Audit |
|
Bank paying-in books |
Last completed audit year |
Audit |
|
Cheque book stubs |
Last completed audit yea |
Audit |
|
BACS payments record |
Last completed audit year |
Audit |
|
Quotations and tenders |
12 years |
Statute of Limitations |
|
Invoices |
6 years |
VAT |
|
VAT records |
6 years |
VAT |
|
Petty cash |
6 years |
VAT |
|
Timesheets |
Last completed audit year |
Audit |
|
Payroll printout/backup |
12 years |
Superannuation |
|
Insurance policies |
While valid |
Management |
|
Employers’ Liability Certificate |
40 years |
Statute of Limitations |
|
Investments |
Indefinite |
Audit, management |
|
Title deeds, leases agreements, contracts |
Indefinite |
Audit, management |
|
Members allowance records |
6 years |
Tax, Statute of Limitations |
|
|
|
|
|
Allotments |
|
|
|
Register and plans |
Register and plans |
Management |
|
|
|
|
|
Burial Ground |
|
|
|
Register of burials |
Indefinite |
Management |
|
Register of purchased graves |
Indefinite |
Management |
|
Register/plan of grave spaces |
Indefinite |
Management |
|
Register of memorials |
Indefinite |
Management |
|
Notices/Order of Interment |
Indefinite |
Management |
|
Applications/Permits for right to erect memorials |
Indefinite |
Management |
|
Copy of Grant of Exclusive Rights of Burial |
Indefinite |
Management |
|
Cemetery Fees details |
Indefinite |
Management |