Policies & Procedures

Sedgebrook Parish Council - Records Retention Policy

Sedgebrook 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 association. This document provides the policy framework through which this effective management can be achieved and audited.
It covers:
• Scope
• Responsibilities
• Retention Schedule

Scope

This policy applies to all records created, received or maintained by Sedgebrook Parish Council in the course of carrying out its functions. Records are defined as all those documents which facilitate the business carried out by Sedgebrook Parish Council and which are thereafter retained (for a set period) to provide evidence of its transactions or activities. These records may be created, received or maintained in hard copy or electronically. A small percentage of Sedgebrook Parish Council records may be selected for permanent preservation as part of the Councils archives and for historical research.

Responsibilities

Sedgebrook Parish Council has a corporate responsibility to maintain its records and record management systems in accordance with the regulatory environment. The person with overall responsibility for this policy is the Clerk. The person responsible for records management will give guidance for good records management practice and will promote compliance with this policy so that information will be retrieved easily, appropriately and timely. Individual staff and employees must ensure that records for which they are responsible are accurate and are maintained and disposed of in accordance with Sedgebrook Parish Council's records management guidelines.

Retention Schedule

The retention schedule refers to record series regardless of the media in which they are stored.

Reviewed: 24 February 2022, 9 February 2023, 14 March 2024

Next Review date: March 2025