Data Retention Policy
Document Control
Document No. POL-P11
Adoption Date Oct 2018
Last Review Date Apr 2026
Next Review Date Feb 2028
Parish Office
Whittle Hall Community Centre
Lonsdale Close
Great Sankey www.greatsankeypc.org.uk
Warrington enquiries@gs-pc.net
WA5 3UA 01925 712279
GSPC Data Retention Policy
1. Introduction
Great Sankey 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 framework through
which this effective management can be achieved and audited.
2. Scope
This policy applies to all records created, received or maintained by the Parish Council in the
course of carrying out its functions, whether hard copy or electronic copy.
The policy has been drawn up within the context of the Freedom of Information Act 2000,
Data Protection Act 1998 and General Data Protection Regulations 2018 following guidelines
issued by the National Association of Local Councils.
3. Responsibilities
The Parish Council has a corporate responsibility to maintain its records and management
systems in accordance with the regulatory environment. There is a clear need to retain
documentation for audit purposes, staff management, tax liabilities and the eventuality of
legal disputes and legal proceedings. Records will be destroyed if no longer in use or
relevant.
The implementation of the policy is the overall responsibility of the Parish Clerk. The Clerk is
required to manage the Council’s records in such a way as to promote compliance with this
policy so that information may be retrieved easily, appropriately and in a timely manner.
4. Retention Schedule
The retention schedule (Annexe 1) sets out the length of time which records need to be
retained and 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 systems.
The retention schedule refers to all types of record regardless of the media in which they are
stored.
5. Disposal Procedures.
All documents no longer required for administrative purposes as detailed in Annexe 1 will be
shredded and disposed of. Electronic copies of records will be deleted.
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GSPC Data Retention Policy
Annexe 1: Retention of Documents Required for the Audit of Parish Councils
Document Minimum Retention Period Reason
Minute books Indefinite Archive
Scales of fees and charges 6 years Management
Receipt and payment Indefinite Archive
accounts
Receipt books 6 years VAT
Bank statements Last completed audit year Audit
Bank paying-in books Last completed audit year Audit
Cheque book stubs Last completed audit year Audit
Quotations & tenders 6 years Limitation Act 1980 (as
amended)
Paid invoices 6 years VAT
Paid cheques 6 years Limitation Act 1980 (as
amended)
VAT records 6 years VAT
Petty cash 6 years Tax, VAT, Limitation Act
1980 (as amended)
Timesheets Last completed audit year Audit
Wages books 12 years Superannuation
Insurance policies While valid Management
Certificates for insurance 40 years from date on which The Employers’ Liability
against liability for insurance commenced or (Compulsory Insurance)
employees was renewed Regulations 1998 (SI 2753),
Management
Investments Indefinite Audit, Management
Title deeds, leases, Indefinite Audit, Management
agreements, contracts
Members allowances 6 years Limitation Act 1980 (as
register amended)
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