Retention periods of documents held within Wyre Forest District Council

2. Resources

Last updated 22 September 2020

Contents

2.1 Financial Regulations
2.2 Insurance records
2.3 Accountancy and Finance
2.4 Bank related records
2.5 Miscellaneous records

2.1. Financial regulations

Reference Function description/type of record Retention action/retention period Examples of records Notes
2.1.1 Creditors records Six years plus current year
  • New creditor/creditor change records
  • Creditor Bank account details
  • BACS payment total summary reports
  • Purchase Orders (held electronically on FMS)
  • Credit notes (held electronically on FMS) and 1 year at WFH – 6 years at Green Street
  • Creditor Invoices (held electronically on FMS) and 1 year at WFH – 6 years at Green Street
  • Goods received notes (held electronically on FMS Supplier
  • Paper copies of Goods received notes – kept for proof of delivery for yearend Audit then destroyed)
  • Petty cash float and imprest documentation
  • Procurement card transactions details
  • Evidence of contractors CIS or UTR status CIS returns
  • NNDR Billing for WFDC properties

In accordance with HMRC/audit requirements.

All held electronically
2.1.2 Income records Six years plus current year
  • Cash receipting End of Day Banking Records e.g. paying-in-slips, PDQ (held as paper records)
  • Collection and Deposit reconciliation books (C&D) (held electronically as spreadsheet)
  • Correspondence - remittance advices/bank queries (held as paper records)
  • New Debtor request forms (held electronically)
  • Direct Debit mandates (held electronically)
  • Receipt books and records of books issued (held as paper records)
  • Sales records (held electronically)
  • Bank invoices (including Acquiring Services) (held as paper records)
  • G4S banking confirmation (held electronically)

In accordance with HMRC requirements.

Paperwork held at: Green Street, the Hub, Kidderminster Town Hall and Bewdley TIC.

 

2.2. Insurance records

Reference Function description/type of record Retention action/retention period Examples of records Notes
2.2.1 Insurance claims Indefinitely
  • LACHS (held electronically on insurance register)
 Common practice
2.2.2 Insurance contracts and policy documentation Indefinitely
  • Contracts - expired
  • Policy documentation
  • Insurance certificates

Common practice

NOTE: Paper copies of insurance documents held at Rushock Archive

2.3. Accountancy and Finance

Reference Function description/type of record Retention action/retention period Examples of records Notes
2.3.1 Budget monitoring reports Six years plus current year
  • Monthly reports to CLT and Members

Held electronically.

Common practice
2.3.2 Estimate working papers

Six years plus current year
  • Budget completion spreadsheets
  • Other supporting documentation

Held electronically.

Common practice
2.3.3 Financial ledgers Six years plus current year
  • Includes journals
  • Yearend reports

Held electronically.

Common practice
2.3.4

Grant claim records

 Six years plus current year  

Held electronically.

Common practice
2.3.5

Statement of accounts

 Six years plus current year
  • Final accounts completion
  • Other supporting documentation

Held electronically.

Common practice
2.3.6

VAT

 Six years plus current year
  • Claims
  • Records

Held electronically.

Common practice

2.4. Bank related records

Reference Function description/type of record Retention action/retention period Examples of records Notes
2.4.1 Bank records Six years plus current year
  • Bank reconciliation statements (held as paper records)
  • Bank statements (held electronically)
 Common practice
2.4.2 Cheques drawer

Six years plus current year
  • Cancelled/returned cheques
  • Cheque lists (held as paper records
 Common practice
2.4.3 Treasury Six years plus current year
  • Loan records and correspondence for Parish Councils and PWLB (held electronically)
  • Investment records (held as paper records and electronically)

Common practice

2.5. Miscellaneous records

Reference Function description/type of record Retention action/retention period Examples of records Notes
2.5.1 Car loans

Six years plus current year

 
  • Loan agreements (now complete, no further loans)

Common practice
2.5.2 Mortgages: records and correspondence

Indefinitely
  • One mortgage to be redeemed in December 2017)
 Common practice
2.5.3 Travelling and subsistence claims (officers and members) Six years plus current year
  • ViStaff on HR21 (held electronically)
  • Manual records (staff/members with no access to HR21) (held electronically)

Common practice

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