!! " # $ %& ' ( ) ' *+ SW/Dec/10 2

Transcription

1

2 !! " # $ %& ' ( ) ' + SW/Dec/10 2

3 ! "#" $ % & ' "( " $ ) +! ", ( + ($ -../.0.1. $.2., ". 3 4 #. $ :, ; + + (, ; + ' < =! " 5 $ $ "# 2 $ "# SW/Dec/10 3

4 " " 2 < =, >2? / "! "! " + ". " -....@AAB.8A. -...C.C $ ' 4 </"2D = " $! " $ -, -,. / 0 SW/Dec/10 4

5 ) ) """! <, ""2 = ", " 1- D<= %,2 E!"" F G "2 # H,2 $ I,2 + = 22, % / < = ' 4" " # < "2 $ & =?J ' + 2& 4 # SW/Dec/10 5

6 ' 2. ' K/ K ), ' $3 2! & 2 LD! 0, > ' 5 + $ ) ) L & $! L, M # M 35 $ / 5 L 2 M" L SW/Dec/10

7 <@= $ <@=25 $ $, 0" <8= <8=D 2 4 # 2 " $ <I=G 5 <I= $ + <I= L 5 <I=<I= <I"= <:=2&! SW/Dec/10 7

8 # 5! "0 " $ %& D,"! " ?:BFJJ98! "0 8J! 989?:BFJJ98 /, - 0 N0 5O! O / % NG %!! II(0 9@F@BI:JI:I -...," ;0 & ' 0 ' % ' " 2PAJD &9I9I@8I@@@I 7%&9@F8JJ8:J@ SW/Dec/10 8

9 For individual Churches Class Type Retain for use Reason Action Meetings Church Council Current connexional year + 5 Meetings reporting to the Church Current connexional year + Council 3 Meetings of Youth organisations Current connexional year + 3 Included in papers of above Employment Employee tax and insurance Current tax year + Statutory records Insurance records: employer's Current tax year + 40 Statutory liability Pension contribution records Current tax year + Contracts of employment Current tax year + Annual tax return Current tax year + Statutory Expenses claims Current tax year + Finance Annual accounts Current connexional year + Cash books Current connexional year + Cheque book/paying in slips Current connexional year + Financial statements Current connexional year + Accounts of reporting organisations Current connexional year + : unless of particular value (consult with District Archivist) SW/Dec/10 9 To Archive, if not included in Church accounts: permanent Accounts of Youth organisations Current connexional year + To Archive, if not included in Church accounts: permanent Sent rent/pew rent ledgers Not to be retained locally Historic records To Archive: possibly weed

10 For individual Churches Standard Form of Accounts Current connexional year + Covenanted giving and tax relief Current tax year + claims Missionary accounts Current connexional year + Subject to Statutory Instrument Statutory and HMRC guidance To Archive: possibly weed Class Type Retain for use Reason Action Membership Church membership lists Permanently, but should be reviewed annually. List of adherents Baptism registers Marriage registers Permanently, but should be reviewed annually. Whilst register, or church, in use Whilst register, or church, in use CPD SO 054 CPD SO 054 CPD SO 054 Statutory Superceded copy to Archive, subject to usual 30 year rule. Superceded copy to Archive, subject to usual 30 year rule. Burial registers Whilst register, or church, in CPD SO 054 use Sunday School rolls and registers Whilst register in use Property Trust deeds Insurance policies 40 years Commercial practice Claims correspondence 3 years after last action Commercial practice Listed buildings or buildings in a Conservation Area correspondence Property s and leases Permanent Statute Archive Commercial practice If term of lease is under years to be kept for years (min) if over years to be kept for 3 years at end of term of the lease. Sales and purchase 15 years after completion Archive after weeding Licences for use Commercial practice Other legal documentation 12 years minimum from date of completion To archive after weeding SW/Dec/10 10

11 Church Copyright licence records Current licence year + Limitation Records of lettings and use by external bodies 1 year Commercial practice Methodist property logs Whilst log, or church, is in use CPD SO 941 Quinquennial inspection reports Hold in property log CPD SO 941 Records of building schemes Last action + 5 years Landfill Communities Fund Permanently Records of graveyards Last action + 5 years Health & safety Reportable accidents/ accident book Date of entry + 3 years SI 1995/313 Records documenting external inspections Date of inspection + 3 years For individual Churches Class Type Retain for use Reason Action General General correspondence Conclusion of matter + 1 year Records of anniversaries and commemorations Church newsletters and publications Date of event + 10 years Date of issue + 2 years For Circuits SW/Dec/10 11

12 Class Type Retain for use Reason Action Meetings Circuit Meeting Current connexional year + 5 Meetings reporting to the Circuit Meeting Current connexional year + 3 Included in papers of above Records relating to ecumenical bodies Current connexional year + 2 Consult District Archivist Employment Employee tax and insurance records Insurance records: employer's liability Current tax year + Statutory Current tax year + 40 Statutory Pension contribution records Current tax year + Contracts of employment Current tax year + Annual tax return Current tax year + Statutory Expenses claims Current tax year + Finance Annual accounts Current connexional year + Cash books Current connexional year + : unless of particular value (consult with DA) Cheque book/paying in slips Current connexional year + Financial statements Current connexional year + SW/Dec/10 12

13 Accounts of reporting organisations Current connexional year + To Archive, if not included in Circuit accounts: permanent Accounts of Youth organisations Current connexional year + Standard Forms of Accounts Current connexional year + Missionary accounts Current connexional year + Statutory Instrument To Archive, if not included in Circuit accounts: permanent To Archive: possibly weed Membership Circuit Directory Review annually Superceded copy to Archive, subject to usual 30 year rule. Circuit registers of baptisms Whilst register in use CPD SO 054 For Circuits Class Type Retain for use Reason Action Property Trust deeds Insurance policies 40 years Commercial practice Claims correspondence 3 years after last action Commercial practice Listed buildings or buildings in a Conservation Area correspondence Permanent Statute Archive Property s and leases Commercial practice Property s and leases Commercial practice If term of lease is under years to be kept for years (min) if over years to be kept for 3 years at end of term of the lease. Sales and purchase 15 years after completion Archive after weeding Licences for use Commercial practice Other legal documentation 12 years minimum from To archive after weeding SW/Dec/10 13

14 date of completion Licences for use Commercial practice Sales or purchase 15 years Methodist property logs Whilst log, or church, is in use CPD SO 941 Quinquennial inspection reports Hold in property log CPD SO 941 Records of building schemes Chapel registration certificates Permanently Records of church closure and sale of premises Current connexional year + Limitation Records relating to manse inspections Hold in property log CPD SO 954 and 95 General General correspondence Conclusion of matter + 1 year Records of anniversaries and commemorations Date of event + 10 years Circuit newsletters and publications Date of issue + 2 years Circuit plans Current connexional year + 2 Records of Local Ecumenical Partnerships Discuss with partners Consult District Archivist For Circuits Class Type Retain for use Reason Action SW/Dec/10 14

15 Copies of replies to District and Connexional questionnaires and circulars Last action + 5 years Consult District Archivist Electronic Website Take a snapshot each year, and before any major changes Consult Liaison Officer for Methodist Archives For Districts Class Type Retain for use Reason Action Meetings Synod Current connexional year + 5 CPD SO 415 (states until no longer required for current reference) [NB one copy in Methodist archives, one in a local repository.] District Committees Current connexional year + 3 Employment Employee tax and insurance records Insurance records: employer's liability Current tax year + Statutory Current tax year + 40 Statutory Pension contribution records Current tax year + Contracts of employment Current tax year + Annual tax return Current tax year + Statutory Expenses claims Current tax year + Finance Annual accounts Current connexional year + SW/Dec/10 15

16 Cash books Current connexional year + : unless of particular value (consult with DA) Cheque book/paying in slips Current connexional year + Financial statements Current connexional year + Accounts of reporting organisations Current connexional year + Accounts of Youth organisations Current connexional year + To Archive, if not included in District accounts: permanent To Archive, if not included in District accounts: permanent Standard Form of Accounts Current connexional year + Statutory Instrument Membership Synod Directory Review annually Superceded copy to Archive, subject to usual 30 year rule. For Districts Class Type Retain for use Reason Action Property Insurance policies 40 years Commercial practice Claims correspondence 3 years after last action Commercial practice Listed buildings or buildings in a Conservation Area correspondence Property s and leases Permanent Statute Archive Commercial practice If term of lease is under years to be kept for years (min) if over years to be kept for 3 years at end of term of the lease. Sales and purchase 15 years after completion Archive after weeding Licences for use Commercial practice SW/Dec/10 1

17 Other legal documentation Property s and leases 12 years minimum from date of completion Commercial practice To archive after weeding Licences for use Commercial practice Quinquennial inspection reports For as long as required for current business Records of church closure and sale of premises Current connexional year + Limitation General General correspondence Conclusion of matter + 1 year District newsletters and publications Date of issue + 2 years Local Ecumenical Partnership s Copies of replies to Connexional questionnaires and circulars Duration of Last action + 5 years Consult District Archivist Electronic Website Take a snapshot each year, and before any major changes Consult Liaison Officer for Methodist Archives SW/Dec/10 17