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Data retention policy
WHAT TO KEEP
DREGHORN AND SPRINGSIDE PARISH CHURCH,
SCOTTISH CHARITY NUMBER SC008684
(the “Congregation”)
DATA RETENTION POLICY
Appendix 1
Illustrative Data Retention Schedule
Avoid retaining information if there is no reason for doing so. Consult with the Law Department if you are unsure.
RECORD |
RETENTION PERIOD |
Minutes of meetings |
6 years |
Kirk Session meetings |
50 years - permanent. After 50 years pass the minutes to the principal clerk’s office, who then liaise with the National Records of Scotland for archiving.
|
Pre-employment enquiries/applications/notes/letters/references |
6 months after completion of recruitment (unless data to be retained for a future similar opportunity, in which case 1 year)
|
Safeguarding - Service confirmation of advice, emails, letters |
100 years |
Safeguarding - Confidentiality Agreements |
100 years |
Safeguarding - Covenants of Responsibility (managing those who pose a risk) |
100 years |
Safeguarding - Risk Assessments |
100 years |
Safeguarding - Complaints concerning people |
100 years |
Safeguarding - Audit for Congregations and Presbyteries |
100 years |
Congregational Roll |
100 years |
Certificates of Transference/Lines |
100 years |
Employee/appointments records including: contracts, time records etc |
Duration of employment + 7 years |
Volunteer records |
Duration of placement + 7 years |
Databases for mailing lists/distribution |
Reviewed annually, delete out of date information |
Miscellaneous contact information |
Delete once there is no longer a requirement to hold such information |
Arranged accommodation/placements (e.g. overseas visitors) |
3 years following end of event/placement |
Documents relating to litigation or potential litigation |
Until matter is concluded plus 7 years |
Hazardous material exposures |
30 years |
Injury and Illness Incident Reports (RIDDOR) |
5 years |
Pension plans and retirement records |
Permanent |
Salary schedules; ranges for each job description |
2 years |
Payroll Records |
Minimum, 7 years. No maximum |
Contracts |
7 years following expiration |
Construction documents |
Permanent |
Fixed Asset Records |
Permanent |
Application for charitable and/or tax-exempt status |
Permanent |
Sales and purchase records |
5 years |
Resolutions |
Permanent |
Audit and review workpapers |
5 years from the end of the period in which the audit or review was concluded |
OSCR filings |
5 years from date of filing |
Records of financial donations |
7 years |
Accounts Payable and Receivables ledgers and schedules |
7 years |
Annual audit reports and financial statements |
Permanent |
Annual plans and budgets |
2 years |
Bank statements, cancelled cheques, deposit slips |
Minimum of 7 years |
Business expense records |
7 years |
Cash/cheque receipts |
7 years |
Electronic fund transfer documents |
7 years |
Employee expense reports |
7 years |
General ledgers |
Permanent |
Journal entries |
7 years |
Invoices |
7 years |
Petty cash vouchers |
7 years |
Tax records |
Minimum 7 years |
Filings of fees paid to professionals |
7 years |
Environmental studies |
Permanent |
Insurance claims/ applications |
Permanent |
Insurance disbursements and denials |
Permanent |
Insurance contracts and policies (Directors and Officers, General Liability, Property, Workers' Compensation) |
Permanent |
Leases |
7 years after expiration
|
Property/buildings documentation (including loan and mortgage contracts, title deeds) |
Permanent |
Warranties |
Duration of warranty + 7 years |
Records relating to potential, or actual, legal proceedings |
Conclusion of any tribunal or litigation proceedings + 7 years |
Appendix 2
General guidance for documents NOT included in the retention schedule.
On-going business use is subjective, but generally refers to documents still required for on-going projects, or documents that may still need to be referred to for on-going activities.