• Circuit Home
    • Sunday Worship – What to expect
  • Circuit News
  • What’s On
    • Worship in our churches
    • All Events
    • By Church
    • By Location
    • Circuit Youth
  • Churches
    • Larger Church Page
    • Barwell
    • Burbage
    • Earl Shilton
    • Hinckley
    • Newbold Verdon
    • Sapcote
  • SMALLER CHURCHES
    • Our smaller Churches
    • Higham
    • Sharnford
    • Stapleton
    • Stoke Golding
    • Stoney Stanton
  • Contact
    • Contact Us
    • Circuit Staff & Leadership
    • Other Staff
  • Circuit & Beyond
    • District
    • The Methodist Conference
    • Synod
    • About Hinckley Circuit
    • Worship in our churches
    • Methodism, Circuit & Beyond
    • Reports
      • Circuit Reports
    • Circuit Policies and Documents.
    • Safeguarding Children and Vulnerable Adults Policy for the Hinckley Methodist Circuit
  • About
    • Privacy Policy
    • New website
    • The Hinckley Circuit
    • Methodism, Circuit & Beyond
  • Mission in the Circuit
    • Worship
    • Learning and Caring
    • Service
    • Evangelism
    • 5 Practices
      • 5 Practices of Fruitful Congregations
      • Passionate Worship | Five Practices
      • Risk-Taking Mission & Service | Five Practices
      • Extravagant Generosity | Five Practices
  • Praying
    • Circuit Prayer Diary.
      • Prayer
    • Links to Prayers, Worship & Spirituality
  • Circuit Office
  • Alpha
  • Online Church
    • Online Presence
    • Online Church
  • Tuesday Evenings on Zoom

Hinckley Methodist Circuit

Churches in Hinckley and Leicestershire

Search

You are here: Home / Circuit Policies and Documents.

Circuit Policies and Documents.

Policy and Procedures for Record Management within the Hinckley Circuit

The Purpose of this Document

This document is intended to provide the churches within the circuit with guidelines and procedures for the systematic and consistent management of their records.  Every church needs records to meet their operational, fiscal and statutory requirements.  Effective management allows fast, accurate and reliable access to records and the correct processing of redundant records.  This applies to records held as paper copies and records held electronically.  All records created by the Methodist Church are the property of the Methodist Church.

Responsibility for Record Management

Although the Superintendent Minister is ultimately responsible for the maintenance of records within the circuit it is the responsibility of all officeholders and leaders to manage individual records and store them securely.

Record Retention Periods

All records should be reviewed annually to determine whether they are still required or whether their retention period has expired.  The retention periods for different record types are listed in Appendix 1 with the action to be taken when the retention period expires.  These retention periods and actions are as currently agreed by the Connexion.

Record Destruction

Records containing personal data (e.g. name, address, telephone number, email address) must be destroyed using a cross-cut shredder.

Records with no personal data can be destroyed in a rubbish bin without being shredded.

Records sent to the Circuit Office

Details of records passed to the Circuit Office must be recorded and retained in the Church safe/locked cupboard indefinitely.  This will provide an audit trail for any inspections conducted by the Information Commissioner and will aid in addressing Freedom of Information requests.

Data Sharing

Where data is passed from one church body to another only the original record should be retained as detailed above.

Where records are shared within the Circuit it is the responsibility of the person managing those records to ensure that the recipients will manage them in accordance with the Circuit’s policies and relevant legislation and regulations

Where records are shared with bodies outside the Circuit it is the responsibility of the person managing those records to ensure that the outside body will manage them in accordance with the Circuit’s policies and relevant legislation and regulations.

Archiving

When records are sent to the Circuit Office they will be prepared, listed and then deposited (on indefinite loan – not donated) with the Leicestershire Records Office in Wigston Magna.  The general public will not be able to view records not previously in the public domain for 30 years.  Sensitive records will not be available to the general public for 75 years.  The Leicestershire Records Office will provide a signed declaration that they have received the deposited records.  This receipt must be stored in the safe in the Circuit Office indefinitely.

Circuit Records

Circuit records are treated in a similar manner to church records.  Records which relate to the Circuit rather than individual churches are listed in Appendix 2.

Appendix 1 – Record Retention Periods – Church

Record Type 1 – Meetings

TypeRetain for useAction on expiry of retention period
Church CouncilCurrent connexional year + 5Send to the Circuit Office
Other meetingsCurrent connexional year + 3Send to the Circuit Office

Record Type 2 – Finance

TypeRetain for useAction on expiry of retention period
Annual AccountsCurrent connexional year + 6Send to the Circuit Office
Cash BooksCurrent connexional year + 6Destroy
Cheque BooksCurrent connexional year + 6Destroy
Paying In SlipsCurrent connexional year + 6Destroy
Financial StatementsCurrent connexional year + 6Destroy
Accounts of reporting organisationsCurrent connexional year + 6Send to the Circuit Office
Schedule B Returns2 years after auditDestroy
Covenanted GivingCurrent tax year + 6Destroy
Tax Relief ClaimsCurrent tax year + 6Destroy
Missionary AccountsCurrent connexional year + 6Send to the Circuit Office

Record Type 3 – Property

TypeRetain for useAction on expiry of retention period
Insurance Policies40 yearsDestroy
Claims Correspondence3 years after last actionDestroy
Property Agreements and Leases1 year after end of agreementSend to the Circuit Office
Licences for use1 year after end of agreementSend to the Circuit Office
Church Copyright licence recordsCurrent Licence year + 6Destroy
Records of Lettings and use by external bodies1 yearSend to the Circuit Office
Methodist Property LogsWhile the Log or the church is in useSend to the Circuit Office
Quinquennial Inspection ReportsHold in the Property LogSend to the Circuit Office
Building SchemesLast action + 5 yearsSend to the Circuit Office
Graveyard RecordsLast action + 5 yearsSend to the Circuit Office
Trust DeedsOnly of historic interestSend to the Circuit Office

Appendix 1 (cont.)

Record Type 4 – Membership

TypeRetain for useAction on expiry of retention period
Church Members ListPermanent (review annually)Permanent.  Send superseded copy to the Circuit Office
List of AdherentsPermanent (review annually)Permanent.  Send superseded copy to the Circuit Office
Baptism RegisterWhile Register or church in useSend to the Circuit Office
Marriage RegisterWhile Register or church in useSend to the Circuit Office
Burial RegisterWhile Register or church in useSend to the Circuit Office
Sunday School RegisterWhile Register or church in useSend to the Circuit Office
Cradle RollWhile Roll or church in useSend to the Circuit Office
Misc. Group ListsWhile currently activeDestroy superseded list

Record Type 5 – Employment

TypeRetain for useAction on expiry of retention period
Employee Tax RecordsCurrent tax year + 6Destroy
Employee Insurance RecordsCurrent tax year + 6Destroy
Insurance Records: Employers LiabilityCurrent tax year + 40Destroy
Pension ContributionsCurrent tax year + 6Destroy
Contract of EmploymentCurrent tax year + 6Destroy
Annual Tax ReturnCurrent tax year + 6Destroy
Expenses ClaimsCurrent tax year + 6Destroy

Record Type 6 – Health and Safety

TypeRetain for useAction on expiry of retention period
Reportable Accident SheetsDate of entry + 3 yearsDestroy
Accident BookDate of last entry + 3 yearsDestroy
External inspection documentsDate of inspection + 3 yearsDestroy
Fire Check RecordsHold in Property LogSend to the Circuit Office

Record Type 7 – Safeguarding

TypeRetain for useAction on expiry of retention period
Safeguarding records75 yearsDestroy

Record Type 8 – Miscellaneous

TypeRetain for useAction on expiry of retention period
General correspondenceConclusion of matter + 1 yearDestroy
Anniversary RecordsEvent Date + 10 yearsSend to the Circuit Office
Commemoration RecordsEvent Date + 10 yearsSend to the Circuit Office
Church newsletters / publicationsDate of issue + 2 yearsSend to the Circuit Office

Appendix 2 – Record Retention Periods Circuit

TypeRetain for useAction on expiry of retention period
Circuit MeetingsCurrent Connexional  year + 5Archive
Meetings reporting to the Circuit MeetingCurrent Connexional  year + 3Archive
Records relating to ecumenical bodiesCurrent Connexional  year + 2Archive
Circuit DirectoryRenew annuallyArchive superseded copy
Chapel Registration certificatesPermanent 
Church closure recordsCurrent Connexional  year + 6Archive
Sale of church premisesCurrent Connexional  year + 6Archive
Manse inspectionsHold in property LogArchive
Circuit Newsletters & PublicationsDate of issue +2 yearsArchive
Circuit PlansCurrent Connexional  year + 2Archive
Replies to District & Connexional queriesLast action + 5 yearsArchive

Our Churches

Our Churches

With 11 churches in the Hinckley Circuit, we're sure there's one to suit you. Find our more about each church, its people, and what you can find there.

Read More

Events

  • COFFEE MORNING
    • Saturday 2 July 2022
    • Newbold Verdon
  • Saturday Coffee
    • Saturday 2 July 2022
  • 9am Holy Communion led by Rev. Patricia Mukorombindo
    • Sunday 3 July 2022
    • Barwell
  • JUNIOR CHURCH
    • Sunday 3 July 2022
    • Newbold Verdon
  • Morning Service at Burbage led by Colin Haddon at 10:30 am
    • Sunday 3 July 2022
    • Burbage

Recent Posts

  • Notices for 26th June Saturday 25th June 2022

About The Methodist Church

About The Methodist Church

Vision and Values of the Methodist Church

What is distinctive about Methodism?

The Structure of the Methodist Church

The Doctrine of the Methodist Church

The History of the Methodist Church

Baptisms, Weddings and Funerals

Prayer for the Day

Methodist Church in Britain - News

Northampton Methodist District

 

Contact the Circuit Office

You can email the circuit office by using the simple form on this website - we will respond to you or pass your query to the appropriate Minister or church. Contact us here. If your enquiry is for a Church, please select “I’d like to contact a Church” from the drop down box, otherwise general enquiries will only go to the Circuit Office.

The circuit office is open on Tuesday and Wednesday mornings from 9.00 am to 12.15 pm at Earl Shilton Methodist Church:

Earl Shilton Methodist Church
Wood Street
Earl Shilton
LE9 7ND

01455 851930

Contact a Church

To telephone a Minister or church leader directly, please use the following numbers:

Burbage and Sapcote Methodist Churches, please contact:-
Rev Dr Tim Woolley, tel: 01455 635654

Barwell, Earl Shilton and Newbold Verdon Methodist Churches, please contact:-
Rev David Haseldine, tel: 01455 846335

Hinckley, Higham-on-the-Hill and Stoke Golding Methodist Churches, please contact:-
Rev Patricia Mukorombindo, tel: 01455 234929

Sharnford Methodist Church, please contact:-
Mrs Anne Haddon, tel: 01455 617692

Stapleton and Stoney Stanton Methodist Churches, please contact:-
Mrs Judith Cooke, tel: 01455 823008

Connect with Us

  • E-mail
  • Facebook

Hinckley Methodist Circuit Online

  • E-mail
  • Facebook

Archives

What’s On

<< Jul 2022 >>
MTWTFSS
27 28 29 30 1 2 3
4 5 6 7 8 9 10
11 12 13 14 15 16 17
18 19 20 21 22 23 24
25 26 27 28 29 30 31

Oak sapling; Quercus robur

Copyright © 2022 Hinckley Methodist Circuit · Log in

We are using cookies to give you the best experience on our website.

You can find out more about which cookies we are using or switch them off in settings.

Hinckley Methodist Circuit
Powered by  GDPR Cookie Compliance
Privacy Overview

This website uses cookies so that we can provide you with the best user experience possible. Cookie information is stored in your browser and performs functions such as recognising you when you return to our website and helping our team to understand which sections of the website you find most interesting and useful.

Strictly Necessary Cookies

Strictly Necessary Cookie should be enabled at all times so that we can save your preferences for cookie settings.

If you disable this cookie, we will not be able to save your preferences. This means that every time you visit this website you will need to enable or disable cookies again.