St Ives Town Council |
| Management of Records Policy | |||||||||
Key P: Preserve permanently R: Review D: Destroy | |||||||||
| Record | Action | Minimum Retention Period | Reason | ||||||
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| Administration | |||||||||
| Signed Minutes of Council, Committee and Sub Committee meetings | P | Indefinite | Archives | ||||||
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| Reports and other documents circulated with agendas not attached to signed Minutes | R | Indefinite | Archives | ||||||
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| Agendas | P | Indefinite | Archives | ||||||
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| Draft Minutes | D | Destroy when Minutes approved | . | ||||||
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| Reports and other papers circulated with Agenda | R | 5 years | . | ||||||
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| Procedural Standing Orders and Terms of Reference | P | Indefinite | Archives | ||||||
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| Councillors’ Declarations of Office | P | Indefinite | Archives | ||||||
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| Nomination forms for Town Council elections | R | Indefinite | Maintained by HDC | ||||||
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| Byelaws and Orders | P | Indefinite | Audit, Management | ||||||
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| Title Deeds | P | Indefinite | Audit, Management | ||||||
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| Registration of Village Greens, plans, etc | P | Indefinite | Audit, Management | ||||||
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| Property registers and terriers, including register and plans for allotments | P | Indefinite | Audit, Management | ||||||
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| Maps, plans and surveys of property owned by the Town Council | P | Indefinite | Archives | ||||||
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| Correspondence and papers on important local issues or activities | P | Indefinite | Archives | ||||||
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| Leases, Agreements, Contracts & Wayleaves | P | Indefinite | Audit, Management | ||||||
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| Quotations and tenders for major works | R | 12 years/Indefinite | Statute of limitation | ||||||
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| Quotations and tenders for minor works | D | 12 years | Statue of limitation | ||||||
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| Unsuccessful tenders | D | 3 years | Challenge | ||||||
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| Routine correspondence, papers and emails | D | Retain as long as useful | . | ||||||
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| Civic event and Mayoral files | D | 1 year after end of civic year (offer file to Mayor) | . | ||||||
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| Reruitment and selection records | D | 3 months | Limitation period | ||||||
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| Leave cards | D | 1 year after end of leave year | . | ||||||
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| Past staff files | D | 7 years after termination of contract | . | ||||||
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| Health & Safety records | P | Indefinite | . | ||||||
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| Scale if Fees and Charges | D | 5 years | Management | ||||||
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| Insurance Policies | D | Retain while valid | . | ||||||
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| Finance | |||||||||
| Income and Expenditure records | P | Indefinite | Archives | ||||||
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| Investments | P | Indefinite | Audit, Management | ||||||
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| Financial Returns to External Auditor (if general accounts do not survive) | D | 7 years | Audit | ||||||
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| Internal Auditor Reports | D | 7 years | Audit | ||||||
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| Petty Cash books and Rent details (if general accounts do not survive) | D | 7 years | TAX, VAT, Limitation period | ||||||
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| Receipt books of all kinds | D | 7 years | VAT | ||||||
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| Postage Records | D | 7 years | TAX, VAT, Limitation period | ||||||
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| Bank Statements, including deposit/saving accounts | D | 7 years | Audit | ||||||
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| Bank Paying-in books and cheque book stubs | D | 7 years | Audit | ||||||
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| Paid Invoices | D | 7 years | VAT | ||||||
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| Paid Cheques | D | 7 years | Limitation period | ||||||
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| VAT Records | D | 7 years | VAT | ||||||
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| Time Sheets | D | 7 years | Audit | ||||||
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| Salaries Records | D | 12 years | Limitation period | ||||||
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| Member Allowances Register | D | 7 years | TAX Limitation | ||||||
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| Records relating to parish halls, centres and recreation grounds; applications to hire, lettings diaries, copies of bills to | D | 7 years | VAT | ||||||
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| Precept books and contribution orders | D | Retain as long as of value | . | ||||||
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| Miscellaneous | |||||||||
| Maps created under provision of the Rights of Way Act 1992 | P | Indefinite | Archives | ||||||
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| Town Newsletter | D | 5 years | . | ||||||
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| Press cuttings books | P | Indefinite | . | ||||||
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| Photographs | P | Indefinite | . | ||||||
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| Any records dating from before 1894 now held by the Town Council | P | Indefinite | Historical | ||||||
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| Records of other bodies such as charities, local organisations and ad hoc committees | P | See admin and finances | . | ||||||
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| ALL burial ground records (registers, plans, applications for internment and memorials and copy certificates of grant of excl | P | Indefinite | Archives Cemeteries Orders & Regulations | ||||||
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| Reports, Guides, handbooks etc received by the Town Council from other bodies | R | Retain as long as useful | . | ||||||
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| Planning applications and related papers for major controversial developments | R | 5 years | Available on HDC website | ||||||
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| Planning Applications and related papers | D | 2 calendar years from date of consideration | Available on HDC website | ||||||
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| Property | |||||||||
| Asset Register | P | Continuously updated | . | ||||||
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| Legal papers relating to sale | P | Indefinite | Archive | ||||||
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| Legal papers relating to acquisition | P | Indefinite | . | ||||||
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| Correspondence relating to maintenance/improvements | R | 7 years | . | ||||||
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| Correspondence relating to rents | R | 12 years or dependent upon terms of lease | . | ||||||
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| Plans, surveys, installation manuals, certificates of approval | R | Retain for life of property/building | . | ||||||
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