RETENTION OF DOCUMENTS POLICY


PAROCHIAL CHURCH COUNCIL OF ST JOHN THE BAPTIST SAXMUNDHAM
Charity Registration Number 1171576.

Approved by the PCC on: – 19th February 2018
Date of review: – February 2019


About this Guidance

The table below gives guidance on the retention of documents, based on recommendations from the Church of England (Record Management Guide No 1, revised 2009).

Basic record descriptionKeep in parishFinal Action
1 Church Services
Baptism, marriage, burial, and confirmation registersArrange phased transfer to the Archives and Local History ServicePermanent (deposit)
Banns registersArrange phased transfer to the Archives and Local History ServicePermanent (deposit)
Service RegistersArrange phased transfer to the Archives and Local History ServicePermanent (deposit)
Orders of ServiceArrange phased transfer to the Archives and Local History ServicePermanent (deposit)
Baptism certificate counterfoils; marriage certificate counterfoils; copy burial and cremation certificates; applications for baptisms, banns and marriagesLast entry + 2 yearsDestroy
Intercession listsLast entry + 5 yearsReview/Sample
2. Church Buildings and Property [see also Legal Documents]
Church, furnishing and contents
Faculties, citations and accompanying recordsLast action + 5 yearsPermanent (deposit)
Terrier and inventory, logbookLast action + 1 yearPermanent (deposit)
Architects’ Quinquennial reportsLast action + 5 yearsPermanent (deposit)
Minutes, accounts, specifications, tenders, contracts, plans, photographs, drawings and other papers relating to major works to the churchLast action + 5 yearsPermanent (deposit)
Contracts, tenders and specifications for minor worksLast action + 6 yearsDestroy
Organ specifications, contracts, papersLast action + 5 yearsPermanent (deposit)
Parsonage House
Plans, photographs, drawingsLast action + 5 yearsReview for possible deposit
Minutes, accounts, specifications, tenders, contracts, plans, photographs, drawings and other papers relating to major works to the parsonage houseLast action + 5 yearsReview for possible deposit
Contracts, tenders and specifications for minor worksLast action + 6 yearsDestroy
Quinquennial reportsLast action + 5 yearsReview for possible deposit
Churchyard
Plans, registers of graves, faculties, citations and accompanying recordsLast action + 5 yearsPermanent (deposit)
Agreements concerning maintenance of churchyard, graves and memorialsLast action + 5 yearsPermanent (deposit)
Minutes, accounts, specifications, tenders, contracts, plans, photographs, drawings and other papers relating to major works to the churchyardLast action + 5 yearsPermanent (deposit)
Contracts, tenders and specifications for minor worksLast action + 6 yearsDestroy
Church Hall
Plans, architects’ reportsLast action + 5 yearsPermanent (deposit)
Music, dancing and P.R.S. licencesLast action + 5 yearsReview/Sample
Agreements for use of hallCurrent year + 6 yearsReview/Sample
Minutes, accounts, specifications, tenders, contracts, plans, photographs, drawings and other papers relating to major works to the church hallLast action + 5 yearsPermanent (deposit)
Contracts, tenders and specifications for minor worksLast action + 6 yearsDestroy
3. General Parish Administration
Incumbent and other ministers
Institutions, admissions, licencesCurrent year + 6 yearsReview for possible deposit
Correspondence concerning appointmentsLast action + 5 yearsReview/Sample
Union of Benefice papers, pastoral schemes and orders; plurality orders; documents establishing team or group councils; Joint PCCs or District Church Councils, and relevant papers and correspondenceLast action + 5 yearsPermanent (deposit)
Ministers’ papers relating to major parish developments or parish auditsLast action + 5 yearsPermanent (deposit)
Ministers’ correspondence and other papers on routine administrationCurrent year + 3 yearsDestroy
Maps of parish boundaries, street listsLast action + 5 yearsPermanent (deposit)
Copies of replies to questionnaires or important circularsLast action + 5 yearsPermanent (deposit)
Parochial Church Councils, Team and Group Councils, District Church Councils, etc; Churchwardens and other parish officers
Minutes of Council and Committees, Parochial Church Meetings, and Meetings of Parishioners for Appointment of ChurchwardensLast action + 5 yearsPermanent (deposit)
Electoral RollsLast complete review + 6 yearsReview/Sample
Parish profiles on vacancy in beneficeLast action + 5 yearsPermanent (deposit)
Visitation papersLast action + 5 yearsPermanent (deposit)
Copies of replies to Articles of EnquiryLast action + 5 yearsPermanent (deposit)
Sequestration recordsCurrent year + 6 yearsReview/Sample
Visitors' booksLast entry + 3 yearsDestroy
Routine correspondenceCurrent year + 3 yearsDestroy
Copies of circulars sent by other organisations, non-local materialCurrent year + 1 yearDestroy
4. Parish Finance
Annual audited accountsCurrent year + 6 yearsPermanent (deposit)
Cash books, bills, vouchers, bank statements, other subsidiary financial recordsCurrent year + 6 yearsDestroy
Planned giving schemesCurrent year + 6 yearsDestroy unless anonymised
Gift Aid DeclarationsKeep as long as they are valid + 6 yearsDestroy
Insurance policies – employers’ liabilityCurrent year + 40 yearsDestroy
Insurance policies – other than employers’ liabilityCurrent year + 6 yearsDestroy
Church Copyright Licence informationCurrent year + 6 yearsReview/Sample
5. Pastoral Care, Safeguarding and Health and Safety
Accident reporting sheets or book – if relating to adultsDate of incident + 20 yearsDestroy
Accident reporting sheets or book – if relating to childrenThe date when a child became an adult + 20 yearsDestroy
A DBS certificate or disclosure letter of confirmationWithin 6 months of the recruitment decisionDestroy
Risk assessment recommendations and management plan in the event of an unclear or blemished CRB disclosure50 years after appointment/employment ceasesDestroy
Records of other safeguarding adult or child protection incidents either within the parish or within a family/ by an individual where the Parish was the reporting body or involved in care or monitoring plans. That is, any sex offender risk assessments and monitoring agreements50 years after the conclusion of the matterDestroy
Records of any children’s activities, Sunday school/ junior church/youth club registers and related general safety risk assessments. Any communication from parents or other parties in relation to the above50 years after the activity ceasesDestroy
Personnel records relating to lay employees not working with children and vulnerable adults: including annual performance assessments, disciplinary matters, job descriptions, training and termination documentation6 years after employment ceasesDestroy
Personnel records with contact with children and vulnerable adults including all documentation concerning any allegations and investigation regardless of the findings50 years after the conclusion of the matter.Destroy
Parish agreement with the diocese on Obtaining DBS DisclosuresLast action + 5 yearsPermanent (deposit)
6. Legal Documents
Deeds, Local Ecumenical Partnership agreements, statutory documents etc; title deeds, other documents relating to title, acquisition, disposal, or rights over a property; statutory notices, orders etc, including Orders in Council for closure of churchyard; and relevant correspondenceFor all documents in this category, consult the Diocesan RegistrarPermanent (deposit)
Charities: deeds, schemes, orders, minutes, accounts, distribution lists, benefactionsConsult Trustees’ SolicitorPermanent (deposit)
7. Other Parish Records
Basic record descriptionKeep in parishFinal Action
Public NoticesCurrent year + 5 yearsConsider sampling
Rota Duty ListsCurrent year + 2 yearDestroy
Routine CorrespondenceCurrent year + 6 yearsDestroy
8. Parish Organisations
Parish organisations – Mothers Union, Youth Clubs, choir, bell- ringers etc
Minutes, reports, accountsLast action + 5 yearsPermanent (deposit)
Membership listsLast action + 5 yearsDestroy
Correspondence and contractsCurrent year + 6 yearsReview/Sample
Choir registerCurrent year + 3 yearsReview for possible deposit
Music listsCurrent year + 3 yearsReview/Sample
9. Publications
Bibles ,Communion Books, Hymn Books, Prayer Books, Psalters and Service BooksReplace with new versionsConsider keeping one sample copy on replacement
Altar and desk editions of the Bible, Common Book of Prayer and Common Worship.Replace with new versionsPermanently retain in the parish
Church Guides and Parish HistoriesReplace with new versionsPermanent (deposit)
Parish magazinesLast action + 5 yearsPermanent (deposit)
Scrapbooks, newspaper cuttings, brochures, record of gifts, photographsLast action + 5 yearsPermanent (deposit)

 


PAROCHIAL CHURCH COUNCIL OF ST JOHN THE BAPTIST SAXMUNDHAM
Charity Registration Number 1171576.

Approved by the PCC on: –
Date of review: –