1960 lines
72 KiB
HTML
1960 lines
72 KiB
HTML
{% extends 'layout.html' %}
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{% block title %}{{ model.title }}{% endblock %}
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{% block page_body %}
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<!-- Include Stylesheet -->
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<link rel="stylesheet" href="{{ url_for('static', filename='css/services.css') }}">
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<!-- HTML content -->
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<div class="{{ model.FLAG_CARD }} {{ model.FLAG_COLUMN }}">
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<h4>Retention periods for {{ model.NAME_COMPANY }}</h4>
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<p>Accounting records</p> <!-- https://cdn.nationalarchives.gov.uk/documents/information-management/sched_accounting.pdf -->
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<table>
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<head>
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<tr>
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<th>Category</th>
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<th>Record type</th>
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<th>Description of Use</th>
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<th>Retention period</th>
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</tr>
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</head>
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<tbody>
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<tr>
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<td>Bank account records</td>
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<td>Cheques and associated records</td>
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<td>Cheque book / butts for all accounts</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Cancelled cheques </td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Dishonoured cheques</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Fresh cheques</td>
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<td>6 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Paid / presented cheques </td>
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<td>6 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Stoppage of cheque payment notices</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Record of cheques opened books</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Cheque registers </td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Record of cheques drawn for payment</td>
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<td>6 years</td>
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</tr>
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<tr>
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<td></td>
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<td>Bank deposits</td>
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<td>Bank deposit books / slips / butts</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Bank deposit summary sheets
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Summaries of daily banking
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Cheques schedules
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</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Register of cheques lodged for collection</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td>Bank reconciliations</td>
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<td>Reconciliation files / sheets </td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Daily list of paid cheques</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Unpaid cheque records</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td>Bank statements</td>
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<td>Bank statements, periodic reconciliations</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Bank certificates of balance</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td>Electronic banking and electronic funds transfer</td>
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<td>Cash transactions
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Payment instructions
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Deposits and/or withdrawals
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</td>
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<td>Disposal action in line wiht paper records</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Audit trails</td>
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<td>Retain for the same period as the base transaction record</td>
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</tr>
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<tr>
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<td>Expenditure records</td>
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<td>Cash books / sheets</td>
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<td>Expenditure sheets</td>
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<td>6 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Cash books / sheets</td>
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<td>6 years</td>
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</tr>
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<tr>
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<td></td>
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<td>Petty cash records</td>
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<td>Petty cash records / books / sheets </td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Petty cash receipts</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Postal cash book/sheets
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Postage/courier account/cash records
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Register of postage expenditure
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Postage paid record
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Postage books sheets
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</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Summary cash books </td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td>Creditors</td>
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<td>Creditors’ history records
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Lists/reports
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</td>
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<td>6 years</td>
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</tr>
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<tr>
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<td></td>
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<td>Statements</td>
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<td>Statements of accounts outstanding
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Outstanding orders
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</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Statements of accounts – rendered / payable</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td>Subsidiary records </td>
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<td>Copies of extracts and expenditure dissections</td>
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<td>1 year</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Credit note books</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Credit notes</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Debit note books</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td>Vouchers</td>
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<td>Vouchers – claims for payment, purchase orders, requisition for goods and services, accounts payable, invoices and so on</td>
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<td>6 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Wages / salaries vouchers</td>
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<td>6 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Copies of vouchers</td>
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<td>1 year</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Voucher registers</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Voucher registration cards and payment cards</td>
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<td>6 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Voucher summaries</td>
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<td>1 year</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Advice/schedule of vouchers despatched
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Delivery advice</td>
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<td>1 year</td>
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</tr>
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<tr>
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<td></td>
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<td>Costing records</td>
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<td>Cost cards </td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Costing records, dissection sheets and so on</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td>Ledger records</td>
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<td>General and subsidiary ledgers</td>
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<td>General and subsidiary ledgers produced for the purposes of preparing certified financial statements or published information</td>
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<td>6 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Cash books / sheets</td>
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<td>6 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Other ledgers (such as contracts, costs, purchases)</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td>Related journals</td>
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<td>Audit sheets – ledger posting</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td>Journals</td>
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<td>Journals – prime records for the raising of charges</td>
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<td>6 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Journals – routine adjustments</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td>Trial balances and reconciliations/td>
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<td>Year-end balances, reconciliations and variations to support ledger balances and published accounts</td>
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<td>6 years</td>
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</tr>
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<tr>
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<td>Receipts and revenue records</td>
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<td>Books / butts</td>
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<td>Receipt books/butts
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Office copies of receipts – cashiers’, cash
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register, fines and costs, sale of
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publications, general receipt books/butts/
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records</td>
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<td>6 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Postal remittance books/records</td>
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<td>6 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Receipt books/records for imposts (such as stamp duty, VAT receipt books)</td>
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<td>6 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Irregular remittance books</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td>Cash registers</td>
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<td>Copies of forms</td>
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<td>6 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Reconciliation sheets</td>
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<td>6 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Audit rolls</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Summaries / analysis records</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Reading books / sheets</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td>Cashiers’ records</td>
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<td>Handover books</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td>Revenue records </td>
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<td>Revenue cash books / sheets / records
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Receipt cash books / sheets</td>
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<td>6 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Daily revenue dissections </td>
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<td>1 year</td>
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</tr>
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<tr>
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<td></td>
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<td>Debtors’ records and invoices</td>
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<td>Periodical revenue dissections</td>
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<td>1 year</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Copies of invoices/debit notes rendered on debtors (such as invoices paid/unpaid, registers of invoices, debtors ledgers)</td>
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<td>6 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Source documents/records used for raising of invoices/debit notes</td>
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<td>6 years</td>
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</tr>
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<tr>
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<td></td>
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<td>Debits and refunds</td>
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<td>Copies of invoices and copies of source documents</td>
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<td>2 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Records relating to unrecoverable revenue, debts and overpayments (such as register of debts written off, register of refunds)</td>
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<td>6 years</td>
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</tr>
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<tr>
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<td>Salaries and related records</td>
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<td>Salary records</td>
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<td>Employee pay histories
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Note that the last three years’ records must be kept for leavers, in either the personnel or finance records system, for the calculation of pension entitlement</td>
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<td>6 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Salary rates register</td>
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<td>When superceded</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Salary ledger card/records</td>
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<td>6 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
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<td>Copies of salaries/wages payroll sheets</td>
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<td>2 years</td>
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</tr>
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<tr>
|
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<td>Stores records</td>
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<td>Stores records</td>
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<td>Goods inwards books/records</td>
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<td>6 years</td>
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</tr>
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<tr>
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<td></td>
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<td></td>
|
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<td>Delivery dockets </td>
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<td>2 years</td>
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</tr>
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<tr>
|
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<td></td>
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<td></td>
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<td>Stock / stores control cards / sheets / records</td>
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<td>2 years</td>
|
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</tr>
|
||
<tr>
|
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<td></td>
|
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<td></td>
|
||
<td>Stock / stores issue registers / records</td>
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<td>2 years</td>
|
||
</tr>
|
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<tr>
|
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<td></td>
|
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<td></td>
|
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<td>Stocktaking sheets/records, including inventories, stock reconciliations, stock take reports</td>
|
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<td>2 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Purchase order records</td>
|
||
<td>Purchase order books / records</td>
|
||
<td>6 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Railway / courier consignment books / records</td>
|
||
<td>2 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Travel warrants</td>
|
||
<td>2 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Requisition records</td>
|
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<td>Requisition records</td>
|
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<td>2 years</td>
|
||
</tr>
|
||
<tr>
|
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<td>Other accountable financial records</td>
|
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<td>Asset registers</td>
|
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<td>Assets / equipment registers / records</td>
|
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<td>Six years after asset or last one in the register is disposed of</td>
|
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</tr>
|
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<tr>
|
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<td></td>
|
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<td>Depreciation registers</td>
|
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<td>Records relating to the calculation of annual depreciation</td>
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<td>Six years after asset or last one in the register is disposed of</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Financial statements</td>
|
||
<td>Statements/summaries prepared for inclusion in quarterly/annual reports</td>
|
||
<td>6 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Periodic financial statements prepared for management on a regular basis</td>
|
||
<td>Destroy when cumulated into quarterly/annual reports</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Ad hoc statements</td>
|
||
<td>1 year</td>
|
||
</tr>
|
||
</tbody>
|
||
</table>
|
||
<!--
|
||
MISSING:
|
||
Building records retention schedule
|
||
-->
|
||
<p>Central expenditure records</p> <!-- https://cdn.nationalarchives.gov.uk/documents/information-management/sched_central_exp.pdf -->
|
||
<table>
|
||
<thead>
|
||
<tr>
|
||
<th>Category</th>
|
||
<th>Record type</th>
|
||
<th>Description of Use</th>
|
||
<th>Retention period</th>
|
||
</tr>
|
||
</thead>
|
||
<tbody>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Estimates records (including revised and supplementary) where detailed justification is provided and which are submitted to the Treasury</td>
|
||
<td>6 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Estimates submissions from regional or local offices</td>
|
||
<td>2 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Calculations and costings for annual estimates</td>
|
||
<td>2 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Expenditure scrutinies</td>
|
||
<td>2 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Records relating to bids from the Civil Contingencies Fund </td>
|
||
<td>6 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Spending reviews</td>
|
||
<td>One year after the cycle to which the records relate</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Records relating to dealings with the
|
||
Public Accounts Committee and the Select
|
||
Committee on Expenditure</td>
|
||
<td>6 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Expenditure and revenue returns</td>
|
||
<td>One year after the year to which the returns relate</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Financial statements prepared for annual reports</td>
|
||
<td>One year after publication of the report</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Financial statements prepared for management</td>
|
||
<td>One year after completion of annual financial report</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Grant funding records </td>
|
||
<td>Six years after action completed/grant made</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Financial authorities or delegations</td>
|
||
<td>Six years after authority or delegation is superseded</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Policy and strategy records (including investment policy) </td>
|
||
<td>Second review</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Treasury Directives and Circulars </td>
|
||
<td>Until superseded</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Asset registers</td>
|
||
<td>Six years after item / asset is disposed of</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Land registers </td>
|
||
<td>Twelve years after disposal</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Depreciation records</td>
|
||
<td>Six years after item / asset is disposed of</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Audit investigations (external) </td>
|
||
<td>Six years after action completed</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Financial records relating to capital works projects</td>
|
||
<td>Six years after action/project is completed</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Investment records</td>
|
||
<td>Two years after investments are liquidated or matured</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Stocktaking records</td>
|
||
<td>2 years after audit</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Unclaimed monies records</td>
|
||
<td>6 years after audit</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Records relating to serious matters of:
|
||
<ul>
|
||
<li>theft</li>
|
||
<li>fraud</li>
|
||
<li>misappropriation</li>
|
||
<li>irrecoverable debts and overpayments</li>
|
||
<li>write-offs</li>
|
||
<li>recovery of debt</li>
|
||
<li>wavering of debt</li>
|
||
</ul>
|
||
(where external action has been taken)
|
||
</td>
|
||
<td>Ten years after action / investigation is completed</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Records relating to minor matters of:
|
||
<ul>
|
||
<li>theft</li>
|
||
<li>fraud</li>
|
||
<li>misappropriation</li>
|
||
<li>irrecoverable debts and overpayments</li>
|
||
<li>write-offs</li>
|
||
<li>recovery of debt</li>
|
||
<li>wavering of debt</li>
|
||
</ul>
|
||
(where matter was resolved internally)
|
||
</td>
|
||
<td>Six years after audit</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Procedure manuals </td>
|
||
<td>2 years after superceded</td>
|
||
</tr>
|
||
</tbody>
|
||
</table>
|
||
|
||
<p> Comlaints records</p> <!-- https://cdn.nationalarchives.gov.uk/documents/information-management/sched_complaints.pdf -->
|
||
<table>
|
||
<thead>
|
||
<tr>
|
||
<th>Category</th>
|
||
<th>Record type</th>
|
||
<th>Description of Use</th>
|
||
<th>Retention period</th>
|
||
</tr>
|
||
</thead>
|
||
<tbody>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Policy statements</td>
|
||
<td>When superseded</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>System handbook / guide</td>
|
||
<td>When superseded</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Minutes of meetings of Complaints Committee, Service Standards Team and others</td>
|
||
<td>10 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Surveys</td>
|
||
<td>3 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Case records</td>
|
||
<td>Enquiries</td>
|
||
<td>3 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Investigations</td>
|
||
<td>10 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Statistical reports</td>
|
||
<td>5 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Reports on particular complaints or on categories of complaints</td>
|
||
<td>3 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Precedents</td>
|
||
<td>Review after 10 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Register of complaints</td>
|
||
<td>10 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Reviews</td>
|
||
<td>Correspondence and papers</td>
|
||
<td>10 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Reports</td>
|
||
<td>3 years</td>
|
||
</tr>
|
||
</tbody>
|
||
</table>
|
||
|
||
<p>Contractual records</p> <!-- https://cdn.nationalarchives.gov.uk/documents/information-management/sched_contractual.pdf -->
|
||
<table>
|
||
<thead>
|
||
<tr>
|
||
<th>Category</th>
|
||
<th>Record type</th>
|
||
<th>Description of Use</th>
|
||
<th>Retention period</th>
|
||
</tr>
|
||
</thead>
|
||
<tbody>
|
||
<tr>
|
||
<td></td>
|
||
<td>Policy matters</td>
|
||
<td>Policy on contracts, normally contained in a separate registered file series</td>
|
||
<td>First and second review</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Initial proposal</td>
|
||
<td>End user requirement</td>
|
||
<td>6 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>List of approved suppliers</td>
|
||
<td>An active document – updated regularly</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Statements of interest</td>
|
||
<td>One year from date of last paper</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Draft specification</td>
|
||
<td>Destroy when specification has been agreed</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Agreed specification</td>
|
||
<td>Six years from end of contract</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Evaluation criteria</td>
|
||
<td>Six years from end of contract</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Invitation to tender</td>
|
||
<td>Six years from end of contract</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Tendering</td>
|
||
<td>Unsuccessful tender document</td>
|
||
<td>One year after date of last paper</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Successful tender document</td>
|
||
<td>Six years from award of contract</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Background information supplied by department</td>
|
||
<td>One year after date of last paper</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Interview panel – report and notes of proceedings</td>
|
||
<td>One year from end of contract</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Commissioning letter</td>
|
||
<td>One year from end of contract</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Signed contract</td>
|
||
<td>6 years from end of contract</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Contract operation and monitoring</td>
|
||
<td>Reports from contractors</td>
|
||
<td>2 years from end of contract</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Schedules of works</td>
|
||
<td>2 years from end of contract</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Bills of quantity (building contracts)</td>
|
||
<td>16 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Surveys and inspections
|
||
a. equipment and supplies
|
||
b. buildings</td>
|
||
<td>a. Two years from date of last
|
||
paper
|
||
b. Second review</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Records of complaints</td>
|
||
<td>6 years from end of contract</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Disputes over payment</td>
|
||
<td>6 years from end of contract</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Final accounts</td>
|
||
<td>6 years from end of contract</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Minutes and papers of meetings</td>
|
||
<td>Second review</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Amendments to contracts</td>
|
||
<td>Changes to requirements</td>
|
||
<td>6 years from end of contract</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Forms of variation</td>
|
||
<td>6 years from end of contract</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Extensions to contract</td>
|
||
<td>6 years from end of contract</td>
|
||
</tr>
|
||
</tbody>
|
||
</table>
|
||
|
||
<p>Employee personnel records</p> <!-- https://cdn.nationalarchives.gov.uk/documents/information-management/sched_personnel.pdf -->
|
||
<table>
|
||
<thead>
|
||
<tr>
|
||
<th>Category</th>
|
||
<th>Record type</th>
|
||
<th>Description of Use</th>
|
||
<th>Retention period</th>
|
||
</tr>
|
||
</thead>
|
||
<tbody>
|
||
<tr>
|
||
<td></td>
|
||
<td>Employment and career</td>
|
||
<td>Written particulars of employment
|
||
Contracts of employment, including theCertificate of Qualification or its equivalent and including the Senior Civil Service
|
||
Changes to terms and conditions, including change of hours letters</td>
|
||
<td>Until age 100</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Job History - consolidated record of whole career and location details (paper or electronic)</td>
|
||
<td>Until age 100</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Current address details</td>
|
||
<td>Six years after employment has ended</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Record of location of overseas service</td>
|
||
<td>Until age 100</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Variation of hours - calculation formula for individual</td>
|
||
<td>Destroy after use</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Promotion, temporary promotion and / or substitution documentation </td>
|
||
<td>Destroy after summary noted</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Working Time Directive opt out forms</td>
|
||
<td>Three years after the opt-out has been rescinded or has ceased to apply</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Record of previous service dates</td>
|
||
<td>Until age 100</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Previous service supporting papers</td>
|
||
<td>Destroy after records noted as appropriate</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Qualifications/references</td>
|
||
<td>6 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Transfer documents (OGD E18) </td>
|
||
<td>Destroy after summary noted and actioned</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Annual/Assessment reports or summary of performance marks where an open reporting system operates</td>
|
||
<td>5 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Annual/Assessment reports for the last five years of service or summary of performance marks where an open reporting system operates</td>
|
||
<td>Until age 72</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Training history</td>
|
||
<td>6 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Travel and subsistence - claims and authorisation</td>
|
||
<td>6 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Employment and career</td>
|
||
<td>Annual leave records (dependent on departmental practice)</td>
|
||
<td>2 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Job applications – internal</td>
|
||
<td>1 year</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Recruitment, appointment and/or promotion board selection papers</td>
|
||
<td>1 year</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Building society references</td>
|
||
<td>6 months</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Health</td>
|
||
<td>Health Declaration</td>
|
||
<td>Until age 100</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Health referrals, including:
|
||
Medical reports from doctors and consultants
|
||
Correspondence with the appointed medical
|
||
adviser to the PCSPS (currently BMI Health
|
||
Services and, previous to that body, the
|
||
Occupational Health and Safety Agency Ltd,
|
||
the Civil Service Occupational Health Service
|
||
or the Medical Advisory Service (MAS))
|
||
</td>
|
||
<td>Until age 100</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Papers relating to any injury on duty</td>
|
||
<td>Until age 100</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Medical reports of those exposed to a
|
||
substance hazardous to health, including:
|
||
Lead (Control of Lead at Work Regulations
|
||
1980) 40 years from date at which entry was
|
||
made
|
||
Asbestos (Control of Asbestos at Work
|
||
Regulations 1996) 40 years after last record
|
||
Compressed Air (Work in Compressed Air
|
||
Regulations 1996) 40 years from date of last
|
||
entry
|
||
Radiation (Ionising Radiation Regulations
|
||
1985)</td>
|
||
<td>50 years from date of last entry</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Medical/Self Certificates – unrelated to industrial injury</td>
|
||
<td>4 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Personal</td>
|
||
<td>Welfare papers</td>
|
||
<td>Destroy after minimum of six years after last
|
||
action</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Security</td>
|
||
<td>Security personnel files </td>
|
||
<td>Five years after leaving (if at normal retirement age) or ten years after leaving (if before normal retirement age)</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Pay and pension</td>
|
||
<td>Bank details - current </td>
|
||
<td>Six years after employment has ended</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Death Benefit Nomination and Revocation
|
||
Forms </td>
|
||
<td>Until age 100</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Death certificates</td>
|
||
<td>Return original to provider
|
||
Retain copy until age 100</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Decree Absolutes</td>
|
||
<td>Return original to provider
|
||
Retain copy until age 100</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Housing advance</td>
|
||
<td>Until age 100</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Marriage certificate and documentation relating to civil registration</td>
|
||
<td>Return original to provider
|
||
Retain copy until age 100</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Unpaid leave periods (such as maternity leave)</td>
|
||
<td>Until age 100</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Statutory maternity pay documents</td>
|
||
<td>6 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Other maternity pay documentation</td>
|
||
<td>18 months</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Overpayment documentation</td>
|
||
<td>6 years after repayment or write-off</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Personal payroll history, including record of
|
||
pay, performance pay, overtime pay,
|
||
allowances, pay enhancements, other taxable
|
||
allowances, payment for untaken leave,
|
||
reduced pay, no pay, maternity leave</td>
|
||
<td>Until age 100</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Pensions estimates and awards</td>
|
||
<td>Until age 100</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Record of:
|
||
Full name and date of birth
|
||
National Insurance number
|
||
Pensionable pay at leaving
|
||
Reckonable service for pension purposes (and
|
||
actual service where this is different, together
|
||
with reasons for the difference)
|
||
Reason for leaving and new employer’s name
|
||
(where known)
|
||
Amount and destination of any transfer value
|
||
paid
|
||
Amount of any refund of PCSPS contributions
|
||
Amount and date of any Contributions
|
||
Equivalent Premium paid
|
||
All other papers relating to pensionability not
|
||
listed above (such as papers about
|
||
pensionability of other employment (including
|
||
war service); extension of service papers;
|
||
papers about widow’s, widower’s, children’s
|
||
and other dependant’s pensions;
|
||
correspondence with the Cabinet Office, other
|
||
departments and pension administrators, or the
|
||
officer and his/her representatives (MPs,
|
||
unions or others) about pension matters</td>
|
||
<td>Until age 100</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Resignation, termination and/or retirement
|
||
letters</td>
|
||
<td>Until age 100</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Added years</td>
|
||
<td>Until age 100</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Additional Voluntary Contributions (AVC)</td>
|
||
<td>Until age 100</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Payroll input forms</td>
|
||
<td>6 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Bonus nominations</td>
|
||
<td>6 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Complete sick absence record showing dates and causes of sick leave</td>
|
||
<td>Until age 72</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Statutory Sick Pay (SSP) forms</td>
|
||
<td>For last 4 to 6 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Papers relating to disciplinary action which has resulted in any changes to terms and conditions of service, salary, performance pay or allowances</td>
|
||
<td>Until age 72</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Authorisation for deputising, substitution allowance and/or overtime/travel time claim</td>
|
||
<td>6 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Advances for:
|
||
Season tickets
|
||
Car parking
|
||
Bicycles
|
||
Christmas/holidays
|
||
Housing</td>
|
||
<td>6 years after repayment</td>
|
||
</tr>
|
||
</tbody>
|
||
</table>
|
||
|
||
<!--
|
||
<p>Information management records</p> <!-- https://cdn.nationalarchives.gov.uk/documents/information-management/sched_info_management.pdf --
|
||
<table>
|
||
<thead>
|
||
<tr>
|
||
<th>Category</th>
|
||
<th>Record type</th>
|
||
<th>Description of Use</th>
|
||
<th>Retention period</th>
|
||
</tr>
|
||
</thead>
|
||
<tbody>
|
||
<tr>
|
||
<td></td>
|
||
<td>Record keeping</td>
|
||
<td>Records relating to the control of record keeping systems</td>
|
||
<td>When system is superseded</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Documentation of record
|
||
series (‘zero
|
||
files’)</td>
|
||
<td>(a) preserve permanently for
|
||
series from which records
|
||
have been transferred to The
|
||
National Archives or place of
|
||
deposit
|
||
(b) destroy when all records
|
||
in the series have been
|
||
destroyed</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Records relating to services provided to the rest of the department/ agency</td>
|
||
<td>5 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Documentation on applications by departments for variations to the thirty year rule</td>
|
||
<td>2 years after variation has lapsed</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Documentation relating to the disclosure status of records under FOI</td>
|
||
<td>5 years after the record is opened</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Information surveys, record audits and registry inspections</td>
|
||
<td>5 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Applications to the Lord Chancellor for the retention of records under section 3(4) of the Public Records Act 1958 and related correspondence</td>
|
||
<td>1 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Internal publications</td>
|
||
<td>When superseded</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Schedules of records loaned to other organisations</td>
|
||
<td>Until disposal of the records covered</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Donations of records to the department</td>
|
||
<td>As long as record is held by the Department or agency</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>FOI requests:
|
||
a) for documents already
|
||
open
|
||
b) for documents which are
|
||
subsequently opened
|
||
c) for documents which
|
||
remain closed</td>
|
||
<td>a) One year
|
||
b) Two years
|
||
c) Ten years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Disposal</td>
|
||
<td>Disposal schedules</td>
|
||
<td>Retain permanently</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Correspondence and papers relating to the compilation of disposal schedules</td>
|
||
<td>10 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Review lists, including information from systems such as DRUID2</td>
|
||
<td>5 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Lists, certificates, docket
|
||
books or databases of
|
||
records destroyed</td>
|
||
<td></td>
|
||
</tr>
|
||
</tbody>
|
||
</table>
|
||
-->
|
||
|
||
<p>Employee personnel records</p> <!-- https://cdn.nationalarchives.gov.uk/documents/information-management/sched_internal_audit.pdf -->
|
||
<table>
|
||
<thead>
|
||
<tr>
|
||
<th>Category</th>
|
||
<th>Record type</th>
|
||
<th>Description of Use</th>
|
||
<th>Retention period</th>
|
||
</tr>
|
||
</thead>
|
||
<tbody>
|
||
<tr>
|
||
<td></td>
|
||
<td>Reports</td>
|
||
<td>Audit reports (including interim), where these have included the examination of long-term contracts</td>
|
||
<td>6 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Report papers used in the course of a fraud investigation</td>
|
||
<td>6 years after legal proceedings have been completed</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Other audit reports (including interim)</td>
|
||
<td>3 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Undertakings</td>
|
||
<td>Terms of reference</td>
|
||
<td>3 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Programmes / plans / strategies</td>
|
||
<td>One year after the last date of the plan</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Correspondence</td>
|
||
<td>3 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Record keeping</td>
|
||
<td>Minutes of meetings and related papers, including those of the Audit Committee</td>
|
||
<td>3 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Working papers</td>
|
||
<td>3 years</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Other records</td>
|
||
<td>Internal Audit guides</td>
|
||
<td>When superseded</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Manuals and guides relating to departmental procedures</td>
|
||
<td>When superseded</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Local auditing standards</td>
|
||
<td>When superseded</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Disposal</td>
|
||
<td>Annual reports to Accounting Officers</td>
|
||
<td>3 years</td>
|
||
</tr>
|
||
</tbody>
|
||
</table>
|
||
|
||
<p>Project records</p> <!-- https://cdn.nationalarchives.gov.uk/documents/information-management/sched_projects.pdf -->
|
||
<table>
|
||
<thead>
|
||
<tr>
|
||
<th>Category</th>
|
||
<th>Record type</th>
|
||
<th>Description of Use</th>
|
||
<th>Retention period</th>
|
||
</tr>
|
||
</thead>
|
||
<tbody>
|
||
<tr>
|
||
<td></td>
|
||
<td>Project proposals</td>
|
||
<td>approved</td>
|
||
<td>10 years after completion of project</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>rejected or deferred</td>
|
||
<td>5 years after completion of project</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Project Initiation Documents (PIDs)</td>
|
||
<td>PIDs and supporting documentation (including business cases)</td>
|
||
<td>Small projects:
|
||
10 years after completion of project
|
||
Major projects:
|
||
25 years after completion of project
|
||
</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Feasibility studies</td>
|
||
<td>reports</td>
|
||
<td>Small projects:
|
||
10 years after issue
|
||
Major projects:
|
||
25 years after completion of project
|
||
</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>-draft reports</td>
|
||
<td>Small projects:
|
||
2 years after last paper
|
||
Major projects:
|
||
25 years after completion of project
|
||
</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>working papers</td>
|
||
<td>Small projects:
|
||
2 years after last paper
|
||
Major projects:
|
||
25 years after completion of project
|
||
</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>correspondence</td>
|
||
<td>Small projects:
|
||
2 years after last paper
|
||
Major projects:
|
||
25 years after completion of project
|
||
</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Plans and specifications (such as statements of requirements, operational requirements, technical plans, resource plans)</td>
|
||
<td>provisional / proposed</td>
|
||
<td>5 years after completion of project</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>final</td>
|
||
<td>10 years after completion of project</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>variations</td>
|
||
<td>10 years after completion of project</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Contracts and agreements</td>
|
||
<td>contracts under seal</td>
|
||
<td>See 'Contractual records' above.</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>other contracts</td>
|
||
<td>See 'Contractual records' above.</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>title deeds</td>
|
||
<td>See 'Contractual records' above.</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>correspondence</td>
|
||
<td>See 'Contractual records' above.</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Contractors</td>
|
||
<td>approved nominations</td>
|
||
<td>1 year after issue</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>rejected nominations</td>
|
||
<td>1 year after issue</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>approved list</td>
|
||
<td>when new list is issued</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>removals/suspensions</td>
|
||
<td>6 years after the end of the project</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Tender boards</td>
|
||
<td>record sets of papers</td>
|
||
<td>at the end of the project</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>other copies</td>
|
||
<td>1 year after date of last paper</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>working papers</td>
|
||
<td>2 years after date of last paper</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>minutes of meetings</td>
|
||
<td>5 years after date of last paper</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Maps, plans, drawings and photographs</td>
|
||
<td>master set</td>
|
||
<td>SMall projects:
|
||
10 years after completion of project
|
||
Major projects:
|
||
25 years after completion of project</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>working copies</td>
|
||
<td>Small projects:
|
||
at the end of the project
|
||
Major projects:
|
||
25 years after completion of project</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>other copies</td>
|
||
<td>Small projects:
|
||
5 years after date of last paper
|
||
Major projects:
|
||
25 years after completion of project</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Financial documents</td>
|
||
<td>Financial documents (including
|
||
investment appraisals)</td>
|
||
<td>6 years after completion of project</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Equipment and supplies</td>
|
||
<td>Equipment and supplies</td>
|
||
<td>6 years after completion of project</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Land records</td>
|
||
<td>allocation</td>
|
||
<td>when land released for other purposes</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>procurement / disposal</td>
|
||
<td>12 years after date of disposal</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Human resources</td>
|
||
<td></td>
|
||
<td>See 'Personal records' above.</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Project boards, Assessment meetings, etc.</td>
|
||
<td>minutes</td>
|
||
<td>Small projects:
|
||
5 years after date of last paper
|
||
Major projects:
|
||
25 years after completion of project</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>correspondence</td>
|
||
<td>Small projects:
|
||
5 years after date of last paper
|
||
Major projects:
|
||
25 years after completion of project</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Reports (such as stage assessments, quality reviews, highlight reports, GANTT charts)</td>
|
||
<td>interim</td>
|
||
<td>5 years after issue</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>final</td>
|
||
<td>25 years after completion of project</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>evaluation</td>
|
||
<td>25 years after completion of project</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>draft</td>
|
||
<td>at the end of the project</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Product descriptions</td>
|
||
<td></td>
|
||
<td>5 years after completion of project</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Project operating manuals</td>
|
||
<td>5 years after completion of project</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Miscellaneous records</td>
|
||
<td>Copies of documentation from other projects; information on products, equipment or machinery; training courses; correspondence</td>
|
||
<td>2 years after completion of project</td>
|
||
</tr>
|
||
</tbody>
|
||
</table>
|
||
|
||
<p>Inquiry records</p> <!-- https://cdn.nationalarchives.gov.uk/documents/information-management/retention-schedule-for-records-inquiries.pdf -->
|
||
<table>
|
||
<thead>
|
||
<tr>
|
||
<th>Category</th>
|
||
<th>Record type</th>
|
||
<th>Description of Use</th>
|
||
<th>Retention period</th>
|
||
</tr>
|
||
</thead>
|
||
<tbody>
|
||
<tr>
|
||
<td></td>
|
||
<td>Inquiries</td>
|
||
<td>Evidence of steps taken to secure the attendance of witnesses</td>
|
||
<td>7 years from the final report</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Schedules of witnesses</td>
|
||
<td>7 years from the final report</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Research gathered by the inquiry team </td>
|
||
<td>7 years from the final report</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Financial records</td>
|
||
<td>7 years from the final report</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Cost solicitor’s records</td>
|
||
<td>7 years from the final report</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Parliamentary questions</td>
|
||
<td>7 years from the final report</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>All other data related to the inquiry</td>
|
||
<td>Permanent</td>
|
||
</tr>
|
||
</tbody>
|
||
</table>
|
||
|
||
<p>Public inquiry records</p> <!-- https://cdn.nationalarchives.gov.uk/documents/information-management/sched_public_inquiry.pdf -->
|
||
<table>
|
||
<thead>
|
||
<tr>
|
||
<th>Category</th>
|
||
<th>Record type</th>
|
||
<th>Description of Use</th>
|
||
<th>Retention period</th>
|
||
</tr>
|
||
</thead>
|
||
<tbody>
|
||
<tr>
|
||
<td></td>
|
||
<td>Customer data</td>
|
||
<td>Enquiries</td>
|
||
<td>6 years from end of contract</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td>Contracted services</td>
|
||
<td>Initial proposal</td>
|
||
<td>6 years from end of contract</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Signed contracts and ammendments</td>
|
||
<td>6 years from end of contract</td>
|
||
</tr>
|
||
<tr>
|
||
<td></td>
|
||
<td></td>
|
||
<td>Reports from third party services contracted</td>
|
||
<td>6 years from end of contract</td>
|
||
</tr>
|
||
</tbody>
|
||
</table>
|
||
</div>
|
||
|
||
<!-- Include JavaScript -->
|
||
<script src="{{ url_for('static', filename='js/retention_schedule.js') }}"></script>
|
||
|
||
<script>
|
||
var hashPageCurrent = "{{ model.HASH_PAGE_RETENTION_SCHEDULE }}";
|
||
|
||
$(document).ready(function() {
|
||
hookupPageRetentionSchedule();
|
||
});
|
||
</script>
|
||
{% endblock %}
|
||
|