Records Management Policy

Stanway Parish Council Records Management Policy

This policy was last updated on: 31 January 2017

  1. Introduction
    1. Stanway Parish Council recognises that the efficient management of its records is necessary to comply with its legal and regulatory obligations and to contribute to the effective overall management of the Parish Council.
    2. An up-to-date copy of this Policy shall be maintained on Stanway Parish Council’s website.
  2. Purpose
    1. This document provides the policy framework through which effective management can be achieved and audited.
    2. Under the Freedom of Information Act 2000, the Parish Council is required to maintain a retention schedule. The retention schedule lays down the length of time which the record needs to be retained and the action which should be taken when it is of no further administration use.
  3. Scope
    1. This policy applies to all records created, received or maintained by the Parish Council in the course of carrying out its functions.
    2. Records are defined as all those documents which facilitate the business carried out by the 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.
  4. Responsibilities
    1. The Parish Council has corporate responsibility to maintain its records and record management systems in accordance with legislation. The person with overall responsibility for this policy is the Clerk to the Parish Council.
    2. All employees of the Parish Council must ensure that records for which they are responsible are accurate, and are maintained and disposed of in accordance with this Policy 
  5. Retention Schedule
  6. Policy Review
    1. Stanway Parish Council will review this Policy as is necessary and appropriate, and at a minimum on an annual basis.