Documents

Freedom of Information – Document Retention Policy

Policies & Procedures Uploaded on June 24, 2020
Freedom of Information. Document retention periods.
Who are we and what we do
Basic file description Retention period Disposal
Minutes of council, committee and sub committee meetings
 – signed copy Permanent Send to archives
– draft minutes 3 months after minutes signed Shred
 – members copies. Operational use Shred
Agenda Permanent Send to archives
Members declaration of acceptance of office Permanent Send to archives
Information relating to the last Periodic Electoral Review of the council area. 6 months after being replaced by next review Shred
Information relating to the last boundary review of the council area. 6 months after being replaced by next review Shred
Responses to planning applications Date of planning permission granted or refused + 3 years Shred
Grounds Maintenance Schedule Until superseded + 12 months Shred
Reports and responses to by council to consultation papers 2 years Shred
What we spend and how we spend it.
Basic file description Retention period Disposal
Annual return form Current year + 6 years Send to Archives
Annual Statutory report by auditor (internal and external) Current year + 6 years Shred
Budget details. Current year + 6 years Shred
Income and Expenditure records, Bank Statements from all accounts Current year + 6 years Shred
Precept request Current year + 6 years Shred
VAT records Current year + 6 years Shred
Allowances and subsistence for parish councillors. 6 months after being replaced by next review Shred
Terms and conditions of employment. Until replaced by new terms and conditions Shred
Job descriptions. Until JD reviewed Shred
How we make decisions
Basic file description Retention period Disposal
Standing Orders Until superseded plus 12 months Shred
Terms of references for Committees Lifetime of the Committee plus six months. Shred
Financial Regulations. Until superseded plus 12 months Shred
Complaints handling procedure Until superseded Shred
Community Engagement Strategy Until superseded Shred
Disciplinary Procedure Until superseded plus 6 months Shred
Grievance Procedure Until superseded plus 6 months Shred
Our policies and procedures
Basic file description Retention period Disposal
Policies and procedures unless specifically identified. Until superseded Shred
Training Until superseded Shred
Race Equality Review Until superseded + 6 months Shred
Equal Opportunities Statement Until superseded plus 12 months Shred
 Risk Assessments. Current year + 6 years Shred
Freedom of Information Until superseded Shred
Document Retention Until superseded Shred
Health and Safety Policy Until superseded Shred
Fees and charges applied by the council. Current year + 6 years
Petty Cash Current year + 6 years
Paddock Wood Burial Ground Grave plans permanent Archive
Lists and registers
Basic file description Retention period Disposal
Members Register of Interests On resignation Shred (original kept by TW BC.
Assets and Inventory lists. Current year + 6 years Shred (asset list kept with end of year accounts)
Paddock Wood Burial Ground Registers Permanent Send to archives. Where appropriate these should be maintained as a record but embargoed
General Correspondence and implementation of the Policy
An annual review of all documentation will take place and documents will then be destroyed or passed to
archives as indicated by the document retention periods.  TheTown Clerk, as identified, in the Record
It was agreed that general correspondence can be destroyed 12 months after the last correspondence or
closure of the issue.  It was identified that common sense must be used and that there may be an odd
occasion when documentation is kept or a précis is made.
Reviewed April 2021