Freedom of Information
The time required to keep documents depends on what the document is, its legal status and how much storage space there is available.
Minutes and burial records need to be kept forever because they are legal documents that must not be destroyed.
Deeds, leases etc. also need to be kept during the parish council’s occupancy of the property or land.
Salaries details should be kept for 12 years where there is superannuation. HMRC and VAT papers should be kept for 6 years. Annual returns and former statements of accounts should be kept indefinitely. It is recommended that audit papers are kept for five years although background papers need not be kept. Insurance documents, Certificates of Employers Liability should be kept for 50 years and Certificates of Public Liability for 21 years.
There is no requirement to keep planning documents although, for ease of reference, it is useful to keep them for two or three years. It is prudent to keep controversial plans for a while longer. Members of the public can view any planning applications by prior appointment with their local planning department.
Below is a ling to our Publication Scheme which tells you what information is avalable and how it can be accessed.
