Governance & Policies
Document Retention
The council's responsibilities for retaining certain documents, and how long they should be retained.
Document Retention Policy
PRIME OBJECTIVES
Cubbington Parish Council recognises that the efficient management of its records is necessary to comply with legal and regulatory obligations and to allow for its effective management. This policy has been created to detail how the records maintained by the parish council are kept and when they should be destroyed.
SCOPE OF THE POLICY
This policy applies to all records, in all formats that are created, received or maintained by the parish council. A small percentage of the parish council’s records will be selected for permanent preservation as part of the council’s archives and for historical research.
RESPONSIBILITIES
Cubbington Parish Council have a corporate responsibility to maintain its records in line with regulatory requirements. The person with overall responsibility for this maintenance is the Parish Clerk with assistance from other members of staff.
RELATIONSHIP WITH EXISTING POLICIES
This policy should be read in conjunction with the parish council’s
• Freedom of Information policy
• General data protection regulation policies
RETENTION SCHEDULE
Under the Freedom of Information Act 2000, the parish council is required to maintain a retention schedule which lays down the length of time certain record sets need to be retained. Cubbington Parish Council have adopted a policy in line with the National Association of Local Council’s legal topic note LTN40 (Local Councils’ documents and records)
Parish Councillors
• applications for co-option
• declarations of acceptance of office
• members register of interests
Term of office + 1 year Management
Employees’ records
Employment period + 6 years Management