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Retention periods of documents held within Wyre Forest District Council

2. Resources

Last updated 22 September 2020

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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