Finance & Commissioning
1 year retention period
- All records relating to the provision of a list of contracts for work to be undertaken on behalf of the local authority that are currently available for tender, or are coming up for tender.
- Yes 500 and credit card transparency.
- All records relating to the transparency of senior salaries.
- All records relating to the charging of staff time and/or use of equipment between departments within the organisation (as part of central support recharge).
3 year retention period
- All records relating to the adoption and development of policies and procedures for accounting practice.
- All records relating to the calculation of income tax, national insurance, VAT and stamp duties.
5 year retention period
- Lottery Funding- Refurbishment, extension or construction of buildings or other property - £5,001 to £10,000.
6 year retention period
- All records relating to the creation of a list of approved suppliers and contractors.
- All records relating to the development and implementation of procurement policy.
- All records relating to standard accounting procedures including carry forward, balance sheet, reserves, cash flow, certification of accounts, financial statements and accounting policies.
- All records relating to the banking of monies paid to the council.
- All records relating to the receipt of payments made to the council.
- Share certificates, stocks, bonds, other securities, together with any appropriate contracts of purchase or sale.
- All records relating to the creation and implementation of the annual budget for the council.
- All records relating to the creation and implementation of departmental budgets.
- All records relating to the creation and implementation of partnership budgets.
- All records relating to the monitoring and reporting on the annual and departmental budgets.
- All records relating to the expenditure made by the council including invoices, purchase orders etc (yes - 500 & credit card transparency).
- All records relating to the publication of council accounts.
- All records relating to the management of indemnification for members and officers.
10 year retention period
- Lottery Funding- Refurbishment, extension or construction of buildings or other property - £10,001 to £50,000.
12 year retention period
- All records relating to management of Public Finance Initiative (PFI) projects.
- Funding Bids (12 years unless a longer period required by the funding body).
15 year retention period
- Lottery Funding- Refurbishment, extension or construction of buildings or other property - £50,001 to £100,000.
20 year retention period
- Lottery Funding- Refurbishment, extension or construction of buildings or other property - £100,001 to £5 million.
40 year retention period
- Lottery Funding- Refurbishment, extension or construction of buildings or other property, above £5 million.
80 year retention period
- Lottery Funding - Purchase of buildings / land on a heritable basis in Scotland, or purchase of buildings / land on a freehold basis elsewhere.
- Lottery Funding - Purchase of leasehold buildings / land.
Unspecified retention period
- All records relating to funding received from the European Union (retention period set by funding body).