Document and Electronic Data Retention Policy

About this item

Overview

The Document and Electronic Data Retention Policy defines how Kesgrave Town Council manages the retention and disposal of all Council records — both paper and digital — to comply with the UK GDPR, the Data Protection Act 2018, and statutory record-keeping obligations.

This policy ensures information is retained only for as long as necessary, stored securely, and disposed of appropriately once it is no longer required.

Purpose

The purpose of this policy is to:

• Ensure compliance with legal and audit requirements.
• Support effective information governance and accountability.
• Avoid retaining unnecessary or duplicate data.
• Provide guidance for staff and councillors on document management.

Scope

The policy applies to all Council records, including hard copy and electronic documents, photographs, emails, contracts, plans, personnel files, and correspondence. It covers both active and archived data across all departments and committees.

Annual Review and Advice

All records are reviewed annually. Anything deemed no longer necessary is securely destroyed. If there is any uncertainty about retention, advice is sought from the Suffolk Association of Local Councils (SALC). Historically important documents not retained by the Council are offered to the Suffolk County Record Office.

Retention Periods

Retention periods are determined by legal, audit, and operational needs. The Appendix to the policy provides a full retention schedule, including:

• Minute books, receipts, and payment accounts – retained indefinitely for audit and historical purposes.
• Contracts, tenders, and invoices – retained for 6–12 years under the Limitation Act 1980.
• Burial and cemetery records – retained indefinitely in line with the Local Authorities’ Cemeteries Order 1977.
• Accident and incident reports – retained for 20 years for potential claims.
• Insurance certificates – retained for 40 years to meet employer liability requirements.

Disposal and Secure Destruction

Disposal is conducted securely to protect confidentiality and data integrity:

• Confidential paper records are shredded using a cross-cut shredder or placed in confidential waste bins.
• Non-confidential documents are recycled where appropriate.
• Digital files are deleted and wiped securely from devices.
• Historical documents of significance are transferred to external archives or museums.

Disposal of IT Equipment

IT equipment and data storage devices capable of holding personal information — such as laptops, mobile phones, USB drives, and printers — are securely wiped or reset prior to disposal in accordance with the Waste Electrical and Electronic Equipment Regulations 2013. The Chair of Council and Proper Officer oversee this process.

Legal and Compliance Considerations

The Council adheres to limitation periods for legal proceedings under the Limitation Act 1980. Where retention relates to ongoing litigation or claims, documents will be retained for the applicable limitation period (typically 6–12 years).

Linked Policies and References

• Data Protection Policy
• Privacy Statement
• General Privacy Notice

Contact: For enquiries relating to document retention or disposal, contact:
Kesgrave Town Council
Town Council Office, Ferguson Way, Kesgrave, IP5 2FZ
Tel: 01473 625 179
Email: enquiry@kesgravetowncouncil.org.uk