The St. Mary Bourne Parish Council has adopted the following policy in relation to the retention of the following documents.
Minutes/Meeting Reports & Agendas. The current & previous 4 years records are stored in the Parish Office. All Minutes/Agendas and Meeting Reports prior to this period are archived with the Hampshire County Records Office.
Accounts. Working Accounts, the current year and the previous 6 years accounts are stored at the Council’s Office.
The Audited Accounts, the current year and the previous 6 years accounts are stored at the Council’s Office. All previous years Audited Accounts are archived with the Hampshire Records Office.
Deeds. All original copies of deeds are achieved with the Hampshire Records Office
Miscellaneous Correspondence. The current year and the previous 2 years are stored at the Council’s Office. All previous years are destroyed.
Emails. Emails marked as or considered as ‘Information Only’ are read and deleted. Emails marked as correspondence are printed and stored with miscellaneous correspondence (see above). Once printed the email will be deleted. Emails pertaining to projects or considered necessary to retain will be printed and attached to the relevant documentation and achieved with any other relevant documentation, the email will then be deleted. The same policy will apply to emails sent from the Parish Council’s email address. Note. This policy applies to Parish Council owned computers only. Councillors’ own computers are the private property of the Councillor and therefore this policy does not apply to emails sent from Councillors’ computers on behalf of the Parish Council.
Quotes and Contracts. With be retained with all relevant documents within the Councils Accounts and will be retained as for the Accounts.
Planning Documents – The current years Paper Plans/documentation & comments are retained and stored at the Council’s Office. Note When the e-planning initiative is fully implemented the Parish Council will not retain any paper plans.
This policy was adopted by the St. Mary Bourne Parish Council at the Council Meeting on December 9th 2008.
Signed Bridget Culley
Chairman, St. Mary Bourne Parish Council.