RETENTION OF DOCUMENTS AND RECORDS POLICY – last reviewed June 2026, due for review June 2027

Introduction
This policy details the minimum retention time required for Council documents before disposal in order for the council to comply with the Freedom of Information Act 2000 Publication Scheme. Where variable times are indicated the Council will review storage after the minimum period has elapsed.

Louth Town Council recognises that the efficient management of its records is necessary to comply with its legal regulatory obligations and to contribute to the effective overall management of the association. All documents retained by Louth Town Council are stored securely at the Louth Town Council offices.

Scope
This policy applies to all records created, received or maintained by Louth Town Council in the course of carrying out its functions. Records are defined as all those documents which facilitate the business carried out by Louth Town 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. Some of Louth Town Council’s records may be selected for permanent preservation as part of the Council’s archives and for historical research.

Responsibilities
Louth Town 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 the 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 Louth Town Council’s records management guidelines.

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

Document	Minimum Period	Reason
Minute Books	Indefinite	Archive
Audio recordings of meetings	3 months	Management
Scale of fees and charges	6 years	Management
Receipt and payment account(s)	Indefinite	Archive
Receipt books of all kinds	6 years	VAT
Bank statements, including deposit/savings accounts	Last completed audit year	Audit
Bank paying-in books	Last completed audit year	Audit
Cheque book stubs	Last completed audit year	Audit
Quotations and tenders	6 years	Limitation Act 1980 (as amended)
Paid invoices	6 years	VAT
Paid cheques	6 years	Limitation act 1980 (as amended)
VAT records	6 years generally but 20 years for VAT on rents	VAT
Petty cash, postage and telephone books	6 years	Tax, VAT, Limitation Act 1980 (as amended)
Internet banking – councillor mandate	Whilst still valid	Management
Internet banking – receiving payments	Indefinite	Management
Timesheets	Last completed audit year 3 years	Audit (requirement) Personal injury (best practice)
Wages books, payroll and pension	12 years	Superannuation
Job applications	6 months	Management, legal requirement
Employment contracts	6 years	Management, legal requirement
Insurance policies	While valid	Management
Certificates for Insurance against liability for employees	40 years from date of which insurance commenced or was renewed	The Employer’s Liability (Compulsory Insurance) Regulations 1998 (SI. 2753), Management
Investments	Indefinite	Audit, Management
Title deeds, leases, agreements, contracts	Indefinite	Audit, Management
Contractor quotes and tenders	6 years	Management
Members allowances register	6 years	Tax, Limitation Act 1980 (as amended)
Councillor register of interests, acceptance of office and contact details	Term of office	Legal requirement
Mayoral invitations	As long as necessary	Management
Planning applications, works to trees, appeals, enforcement	Until completed	Consultation
Grant applications	3 years	Management
Emergency Plan	1 year (until after review)	Public Service
Competition entries	As long as necessary/until actioned	Public service
Hubbard’s Hills memorial tree planting applications	Indefinite	Management
Electoral roll	2 years	Management
Re: Halls, Centre, Recreation Grounds
·       Application to hire ·       Lettings diaries ·       Copies of bills to hire ·       Record of tickets issued	6 years	VAT
Re: Allotments
·       Register and plans	Indefinite	Audit, Management
Re: 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	Indefinite	Archives, Local Authorities Cemeteries Order 1977 (SI. 204)

This document has been compiled using NALC Legal Topic Note 40 and LALC’s Records Retention Policy.