Policies

Stubton Parish Council recognise that the efficient management of its records is necessary to comply with its legal and regulatory obligations and to the effective overall management of the council. This document provides the policy framework through which this effective management can be achieved and audited.

It covers:

-scope
-responsibilities
-retention schedule

Scope

This policy applies to all records created, received or maintained by Stubton Parish Council in the course of carrying out its functions. Records are defined as all those documents which facilitate the business carried out by Stubton Parish Council and which are , thereafter, retained (for a set period) to provide evidence of its transactions or activities. These records may be created, received or maintained in hard copy or electronically. A small percentage of Stubton Parish Councils records may be selected for permanent preservation as part of the Council’s archives and for historical research.

Responsibilities

Stubton Parish Council has a corporate responsibility to maintain its records and record management systems in accordance with the regulatory environment. The person with overall responsibility for this is the Clerk. The person responsible for records management will give guidance for good records management practice and will promote compliance with this policy so that information can be retrieved easily, appropriately and in a timely fashion. Records should be accurate and maintained and disposed of in accordance with this policy. 

Retention Schedule

The retention record refers to records regardless of the media in which they are stored.

 Date adopted September 2018