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Document retention

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North Petherton Town Council
Document Storage, Retention and Disposal Policy
Approved and adopted by The Town Council 16 June 2025
This policy provides the framework for how the long the Town Council will keep
electronic and paper documents and records and the method(s) of their disposal.

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1. Introduction
1.1

This policy applies to users of North Petherton Town Council information
held in both paper and electronic formats; it applies to both councillors and
employees.

1.2

North Petherton Town Council requires a wide variety of documents for
undertaking its business and everyday activities. This includes data
generated internally (by Councillors and officers) in addition to information
obtained from individuals and external organisations.

1.3

The Town Council is committed to retaining these documents in a format
and for periods of time that enables it to meet its statutory obligations.
Properly managed records provide authentic and reliable evidence of the
Town Council’s transactions and are a vital element of accountability.

1.4

For the purpose of this policy the terms “information”, “document” and
“record” are interchangeable and refers to both hard / paper copy and
electronic copy., electronic information includes email.

1.5

It is imperative that documents are retained for an adequate period of time.
If documents are destroyed prematurely the Town Council, and relevant
individuals, could face prosecution for not complying with legislation, there
could also be operational difficulties, reputational damage and difficulty in
defending any claim brought against the Town Council.

1.6

It is also important that the Town Council does not retain documents longer
than is necessary. Timely disposal should be undertaken to ensure
compliance with eth General Data Protection Regulations so that personal
information is not retained longer than is necessary. Timely disposal also
helps make efficient use of storage space.

1.7

This policy applies to users of North Petherton Town Council information
and records both paper and electronic, it includes councillors and
employees.

2. Scope And Objectives
2.1
The aim of this policy is to provide a framework to determine which
documents are:

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•
•

Retained – and for how long; or
Disposed of - and disposal method

2.2

The following do not need to be kept and can be routinely destroyed in
the course of business:
•
“with compliments” slips
•
Catalogues and trade journals
•
Invitations and responses
•
Email messages not related to Town Council business
•
Email messages promoting businesses, goods or services (those
that amount to “cold calling” or touting for business
•
Out of date distribution lists
•
Duplicated and superseded material e.g. stationery, manuals, forms,
address books, publicity / information leaflets (provided that at least
1 copy is held.

2.3

As a matter of principle, records should not be destroyed if the
information can be used as evidence to prove that something has
happened.

3. Roles and Responsibilities
3.1

The Town Clerk is responsible for:
•
Making Councillors and employees are aware of the document
retention and disposal policy
•
Facilitating a review of documentation held by the Town Council
office / employees on at least an annual basis and that any
document to be disposed of are dealt with in accordance with the
General data Protection Regulations
•
Reminding Councillors, on at least an annual basis, to review the
documents they hold relating to their role as a councillor and / town
council business and for them to dispose appropriately of
documents. (The Town Clerk will arrange for shredding of
document when so requested by town councillors)

4. Document Storage
4.1

Document storage should:
•
Ensure security of documents
•
Protect individuals privacy (council employees and members fo the
public)
•
Enable information to be found easily

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•
•
•

Optimise storage space
Be cost effective
Facilitate the disposal of documents

5. Document Retention
4.1

4.2

4.3

North Petherton Town Council will maintain records that are sufficiently
complete and accurate to enable employees and their successors to
undertake their responsibilities to and for the Town Council; this includes:
•
Facilitating audits or inspections / examinations of the town
council’s business
•
Protecting the legal and other rights of the Town Council, its clients
and any other persons affected by the Town Council’s actions
•
Verification of consent to record, share, manage, or record disposal
of personal data
Authenticating records so that the evidence derived from them is
credible and authoritative.
Whenever there is a possibility of legal action the associated records and
information should not be amended or disposed of until the threat of
litigation has been removed.
Legal documents such as deeds, conveyances, Exclusive Rights of Burial
will be retained.

6. Document Review
5.1

A document review will ask the following questions:
•
Is retention required to fulfil statutory or regulatory requirements?
•
Is retention required to meet operational need?
•
Is retention required for evidence in possible or potential legal
action?
•
Is retention required for evidence in case of dispute or complaint?

7. Document Disposal
6.1

Where a document has been reviewed and has been scheduled for
disposal, the method of disposal will be appropriate to the nature and
sensitivity of the document.

6.2

in accordance with data protection legislation and the General Data
Protection Regulations 2018, personal data will not be retained for longer
than necessary.

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6.3

A record of disposal will be kept to comply with the General Data
Protection Regulations. This will include:
•
The name of the document
•
The date of destruction
•
The method of destruction

6.3

Document disposal (including original and back-up copies) may involve
any of the following methods:
•
Hard copy non confidential records – waste paper bin / waste
recycling
•
Hard copy confidential records, records containing personal
information – shredding (this may include the use of commercial
services)
•
Computer records – deletion from the folder and the trash / recycle
bin and any other steps to ensure that the data is “virtually
impossible to retrieve”
•
Transferring records to an external body such as the Somerset
Heritage Centre / County Records Office

8. Background Information - Personal Data
7.1

Data protection legislation requires that personal information must not be
retained longer than is necessary for the purpose for which it was
originally obtained.

7.2

Personal information is defined as:
Data that relates to a living individual who can be identified
a) from the data or
b) From the data and other information which is in the possession
of, or is likely to come into the possession of, the data controller.
It includes any expression of opinion about the individual and any
indication of the intention of the Council or other persons in respect
of the individual.

7.3

Councils are responsible for ensuring that they comply with the principles
of the General Data Protection Regulations, namely:
•
Personal data is processed fairly and lawfully and, in particular, shall
not be processed unless specific conditions are met
•
Personal data shall only be obtained for specific purposes and
processed in a compatible manner.
•
Personal data shall be adequate, relevant but not excessive
•
Personal data shall be accurate and up to date
•
Personal data shall not be kept for longer than is necessary

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•
•

Personal data shall be processed in accordance with the rights of
the data subject
Personal data shall be kept secure.

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List of Documents for
Retention or
Disposal Document
Minutes

Minimum Retention Period

Reason

Disposal

Indefinite

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List of Documents for
Retention or
Disposal Document
Bank paying-in books
Cheque book stubs
Quotations and tenders

Minimum Retention Period

Reason

Disposal

Last completed audit year
Last completed audit year
6 years

Audit
Audit
Limitation Act 1980 (as
amended)

Paid invoices
Paid cheques

6 years
6 years

records

6 years generally but 20
years for VAT on
rents
6 years

VAT
Limitation Act 1980 (as
amended)
VAT

Shred - Confidential waste
Shred -Confidential waste
Confidential waste A list will
be kept of those documents
disposed of to meet the
requirements of the GDPR
regulations.
Shred -Confidential waste
Shred Confidential waste

Petty cash, postage and
telephone books
Timesheets
Wages books/payroll
Insurance policies
Insurance company names
and policy numbers
Certificates for insurance
against liability for
employees

Last completed audit year
3 years
12 years
While valid (but see next two
items below)
Indefinite
40 years from date on which
insurance commenced or
was renewed

Shred - Confidential waste

Tax, VAT, Limitation Act 1980
(as amended)
Audit (requirement)
Personal injury (best practice)
Superannuation
Management

Shred - Confidential waste

Management

N/A

The Employers’ Liability
(Compulsory Insurance)
Regulations 1998 (SI 2753)
Management

Bin

Shred - Confidential waste
Shred - Confidential waste
Bin

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List of Documents for
Minimum Retention Period
Retention or
Disposal Document
Town Park equipment inspection reports
Investments
Indefinite
Title deeds, leases,
Indefinite
agreements, contracts
Members’ allowances
6 years
register

Reason

Disposal

21 years
Audit, Management
Audit, Management

N/A
N/A

Tax, Limitation Act 1980 (as
amended)

Confidential waste. A list will
be kept of those documents
disposed of to meet the
requirements of the GDPR
regulations.
Bin

Information from other bodies Retained for as long as it is useful and relevant
e.g. circulars from county
associations, NALC, principal
authorities
Local/historical information
Indefinite – to be securely
Councils may acquire records N/A
kept for benefit of the Parish
of local interest and accept
gifts or records of general
and local interest in order to
promote the use for such
records (defined as materials
in written or other form
setting out facts or events or
otherwise recording
information).

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List of Documents for
Retention or
Disposal Document
Magazines and journals

Record-keeping
To ensure records are easily
accessible it is necessary to
comply with the following:
• A list of files stored in
cabinets will be kept

Minimum Retention Period

Reason

Disposal

Council may wish to keep its
own publications
For others retain for as long
as they are useful and
relevant.

The Legal Deposit Libraries
Act 2003 (the 2003 Act)
requires a local council which
after 1st February 2004 has
published works in print (this
includes a pamphlet,
magazine or newspaper, a
map, plan, chart or table) to
deliver, at its own expense, a
copy of them to the British
Library Board (which
manages and controls the
British Library). Printed works
as defined by the 2003 Act
published by a local council
therefore constitute materials
which the British Library
holds.

Bin if applicable

The electronic files will be
backed up periodically on a
portable hard drive and also
in the cloud-based
programme supplied by the
Council’s IT company.

Management

Documentation no longer
required will be disposed of,
ensuring any confidential
documents are destroyed as
confidential waste.
A list will be kept of those
documents disposed of to

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List of Documents for
Retention or
Disposal Document
• Electronic files will be
saved using relevant
file names

Minimum Retention Period

General correspondence

Unless it relates to specific
categories outlined in the
policy, correspondence, both
paper and electronic, should
be kept.
Records should be kept for
as long as they are needed
for reference or
accountability purposes, to
comply with regulatory
requirements or to protect
legal and other rights and
interests.
If related to Audit, see
relevant sections above.
Should be kept securely and
personal data in relation to
staff should not be kept for
longer than is necessary for
the purpose it was held.
Likely time limits for tribunal
claims between 3–6 months

Correspondence relating to
staff

Reason

Disposal
meet the requirements of the
GDPR regulations.

Management

Bin (shred confidential waste)
A list will be kept of those
documents disposed
of to meet the
requirements of the
GDPR regulations.

After an employment
relationship has ended, a
council may need to retain
and access staff records for
former staff for the purpose of
giving references, payment of
tax, national insurance
contributions and pensions,
and in respect of any related

Confidential waste
A list will be kept of those
documents disposed of to
meet the requirements of the
GDPR regulations.

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List of Documents for
Retention or
Disposal Document

Minimum Retention Period

Reason

Recommend this period be
for 3 years

legal claims made against the
council.

Disposal

Documents from legal matters, negligence and other torts
Most legal proceedings are governed by the Limitation Act 1980 (as amended). The 1980 Act provides that legal claims may
not be commenced after a specified period. Where the limitation periods are longer than other periods specified the
documentation should be kept for the longer period specified. Some types of legal proceedings may fall within two or more
categories.
If in doubt, keep for the longest of the three limitation periods.
Negligence
6 years
Confidential waste. A list will
be kept of those documents
disposed of to meet the
requirements of the GDPR
regulations.
Defamation
1 year
Confidential waste. A list will
be kept of those documents
disposed of to meet the
requirements of the GDPR
regulations.
Contract
6 years
Confidential waste. A list will
e kept of those documents
disposed of to meet the
requirements of the GDPR
regulations.

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List of Documents for
Minimum Retention Period
Retention or
Disposal Document
Leases
12 years
Sums recoverable by statute 6 years
Personal injury
3 years
To recover land
12 years
Rent
6 years
Breach of trust
None
Trust deeds
Indefinite
For Halls, Centres, Recreation Grounds
6 years
• Application to hire
• Invoices
Lettings diaries
Terms and Conditions
Event Monitoring Forms

For Allotments
Register and plans
Legal papers

Reason

Disposal
Confidential waste.
Confidential waste.
Confidential waste.
Confidential waste.
Confidential waste.
Confidential waste.
N/A

VAT

Confidential waste
A list will be kept of those
documents disposed of to
meet the requirements of the
GDPR regulations.
N/A

Electronic files linked to
accounts
6 years
6 years unless required for
claims, insurance or legal
purposes

VAT
Management
Management

Bin
Bin. A list will be kept of those
documents disposed of
to meet the requirements
of the GDPR regulations.

Indefinite
Indefinite

Audit, Management
Audit, Management

N/A
N/A

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List of Documents for
Retention or
Disposal Document
For Burial Grounds
• Register of fees
collected
• Register of burials
• Register of purchased
graves
• Register/plan of grave
spaces
• Register of memorials
• Applications for
interment
• Applications for right to
erect memorials
• Disposal certificates
• • Copy certificates of
grant of exclusive right
of burial
Planning Papers
Local Development Plans
Local Plans
Town/Neighbourhood Plans
Background Papers:

Minimum Retention Period

Reason

Disposal

Indefinite

Archives, Local Authorities
Cemeteries Order 1977 (SI
204)

N/A

Retained as long as in force
Retained as long as in force
Indefinite – final adopted
plans

Reference
Reference
Historical purposes

Bin
Bin
N/A

SLCC Model Document