employment records must be retained for. The retention periods are based on business needs and legal requirements. In the absence of such guidance, it shall be the responsibility of the Town Clerk to determine a suitable retention period. DOCUMENT MINIMUM RETENTION PERIOD REASON COUNCIL MANAGEMENT Minutes Indefinitely Archive Agendas & meeting documentation 12 Years Statute of Limitations Council Attendance Register Throughout the 4 year term of office Management Declarations of Acceptance of Office Indefinitely Management, Archive Register of Members Interest 6 or as long as the Councillor remains in office (whichever is the greater) Audit, Tax, VAT Council Standing Orders, Policies & Procedures Whilst the documents remain in force Management Council Newsletters, Precept Sheets & Annual Reports Indefinitely Management, Archive Personnel Information 6 Years after individual ceases to be an employee Statute of Limitations Assets 12 years Management Title Deeds Indefinitely Management S106 Agreements Indefinitely Management Freedom of Information 10 years Management Pension 12 years after cessation of benefit payable Audit, Management Events 12 Management Accident Reports Indefinitely Management Vehicle Log Books Life of Vehicle Management Twinning Agreements Indefinitely Management COUNCIL FINANCES Cash Book Accounts, Sales & Purchase Ledgers Indefinitely Management Title Deeds, Leases, Agreements & Contracts Indefinitely Audit, Management Investments Indefinitely Audit, Management Audited Accounts Indefinitely Audit, Management Precept Requests Indefinitely Audit, Management Quotations & Tenders 12 years Statute of Limitations Wages Books 12 years Superannuation Receipt Books 6 Years VAT Paid Invoices 6 Years VAT VAT Records 6 Years VAT Cash Records 6 Tax, VAT, Statute of Limitations Members Allowance Register 6 Years Tax, Management, Statute of Limitations Scales of Fees & Charges 5 Years Management Bank Statements Last completed audit year Bank Paying-in Books Last completed audit year Audit Cheque Book Stubs Last completed audit year Audit
CIVIC/MAYORAL ACTIVITIES Civic Diaries/Events List Indefinitely Audit, Tax, Vat, Management, Archive Civic Correspondence 6 Audit, Tax, Vat, Management, Archive Mayoral List Indefinitely Management, Archive Mayoral Photographs Indefinitely Management, Archive Mayoral Awards 2 Years Management Freedom of Shrewsbury Indefinitely Management GENERAL CORRESPONDENCE General Correspondence (on importance) Destroyed annually if no longer of use or value Management General Correspondence (historic importance) Offered to the County Archivist if no longer of use or value Archive EMPLOYMENT RECORDS Rejected job applicant records, including: contact details application letters or forms CVs references certificates of good conduct interview notes assessment and psychological test results 6 months after applicant is notified of rejection Application forms should give applicants the opportunity to object to their details being retained Equality Act 2010, s 123 Application records of successful candidates, including: application letters or forms copies of academic and other training received references correspondence concerning employment CVs interview and evaluation forms assessment and results 6 years after employment ceases Limitation Act 1980 (LA 1980), s 5 Criminal records information: criminal records requirement assessments for a particular post criminal records information forms the Disclosure and Barring Service (DBS) check forms DBS certificates Criminal records requirement assessments for a particular post—12 months the assessment was last used All information in this category—as soon as practicable after the check has been completed and the outcome recorded (ie whether satisfactory or not) unless, in exceptional circumstances, the Town Clerk assesses that it is clearly relevant to the ongoing employment relationship
Employment contracts, including: personnel and training records written particulars of employment changes to terms and conditions 6 years after employment ceases, unless document executed as a deed, in which case 12 years after employment ceases LA 1980, ss 5, 8 Copies of identification documents (eg passports) Not less than 2 years from date of termination of employment Immigration (Restrictions on Employment) Order SI 2007/3290, Art 6(1)(b) Identification documents of foreign nationals (including right to work) Not less than 2 years from date of termination of employment Immigration (Restrictions on Employment) Order SI 2007/3290, art 6(1)(b) Records concerning a temporary worker 6 years after employment ceases LA 1980, s 5 Employee performance records, including: probationary period reviews review meeting and assessment interviews appraisals and evaluations promotions and demotions 6 years after employment ceases LA 1980, s 5 Records relating to and/or showing compliance with Working Time Regulations 1998 including: registration of work and rest periods working time opt-out forms 2 years from the date on which the record was made Working Time Regulations 1998, SI 1998/1833, reg 9 Redundancy records 6 years from date of redundancy LA 1980, s 5 Annual records 6 years after the end of each tax year LA 1980, s 5 Parental leave records 6 years after the end of each tax year LA 1980, s 5 Sickness records 6 years after the end of each tax year LA 1980, s 5 Records of return to work meetings following sickness, maternity etc 6 years the end of each tax year LA 1980, s 5 PAYROLL AND SALARY RECORDS Records for the purposes of tax returns including wage or salary records, records of overtime, bonuses and expenses 6 years Taxes Management Act, 1970 s 12B Finance Act 1998, Schedule 18, para 21 Pay As You Earn (PAYE) records, including: wage sheets deductions working sheets calculations of the PAYE income of employees and relevant payments 3 years Income Tax (Pay As You Earn) Regulations 2003, SI 2003/2682, reg 97 Income tax and NI returns, income tax records and correspondence with HMRC 3 years after the end of the financial year to which they relate Income Tax (Employments) Regulations 1993, SI 1993/744, reg 55 Records demonstrating compliance with national minimum wage requirements 3 years beginning with the day upon which the pay reference period immediately following that to which they relate ends National Minimum Wage Regulations 2015, SI 2015/621, reg 59