Subscription records Salary Link subscription by direct debit 5 years after ceasing membership Put relevant notes onto the interaction screen and immediately destroy proof of income securely. all necessary information retained. All electronic details should be securely filed away and archived if not paying subscriptions by direct debit and shall not be kept for any longer than is necessary for the purpose. Salary link requires proof of income and once seen and noted, and the relevant notes filed by finance, it’s securely destroyed and no copies are to be kept for any reason. Supporting documentation for tax returns: VAT Corporation Tax PAYE Payroll 7 years from the end of the tax year 7 years from the end of the tax year for which the company may be required to deliver a tax return 7 years from the end of the tax year Retain original documentation for 7 years after expiry or termination of the contract then securely destroyed. Note in general that where there is an enquiry into a tax return, records should be retained until the enquiry is complete. These documents will be archived accordingly. Taxes Management Act. However it does get retained by the Inland Revenue online indefinitely. Statute of Limitations and Taxes Management Act. Archived on the Faculty Premises in the secured archive. Annual FPH accounts All accounts are to be retained on the premises in the Vault for 7 years from the end of the tax year and then securely destroyed accordingly. Under the Companies Act 1985 & 1989 accounting records must be retained for a minimum of 7 years from the date they are made.
Professional Standards Professional Standards:- Membership, AAC’s, DOCUMENTS RETENTION PERIOD REASON FOR RETENTION PERIOD & COMMENTS General Correspondence 5 years Any correspondence relating to Fellows, Members and Trainees are to be kept electronically for 5 years after membership has ceased. Address changes/Yellow forms should be securely destroyed when updated by a new one. Equal Opportunities Form, Curriculum Vitae & Examination certificates To be kept on members’ electronic record indefinitely As this could be classified as sensitive data only the most recent/current copy should be kept. All previous copies to be returned to the member concerned or securely destroyed. ALL paperwork relating to individual AACs i.e. job description, personal specification, draft advertisement, written approval from Faculty Advisor, list of Assessors Faculty Assessors’ application forms i.e. application form, equal opportunities training qualification. General AAC correspondence To be retained for 5 years. To be retained indefinitely. To be retained for 5 years. Should be filed in the office for six months for quick reference. After this time paperwork can be scanned and archived and kept for a total of 5 years and then securely destroyed. It is the responsibility of the employing body to keep a full record of the AAC itself. Original acceptance and contact information even after retirement; this is for proof of attendance at Equal Opportunities Training. To be scanned onto a CD on an annual basis and paper files securely destroyed within this time period. Membership Elections and Admissions The default storage limit on MessageLabs is 3 years. Dates of election are recorded on individual’s records indefinitely. The officers approve all elections via email. It therefore can be stored and archived on MessageLabs. Nominations through Fellowship Committee This list will be kept electronically and kept indefinitely A list of the Faculty medals, awards and prizes and the recipients of these in date order is kept electronically and is regularly updated.