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

Type	Retain for use	Action on expiry of retention period
Church Council	Current connexional year + 5	Send to the Circuit Office
Other meetings	Current connexional year + 3	Send to the Circuit Office

Record Type 2 – Finance

Type	Retain for use	Action on expiry of retention period
Annual Accounts	Current connexional year + 6	Send to the Circuit Office
Cash Books	Current connexional year + 6	Destroy
Cheque Books	Current connexional year + 6	Destroy
Paying In Slips	Current connexional year + 6	Destroy
Financial Statements	Current connexional year + 6	Destroy
Accounts of reporting organisations	Current connexional year + 6	Send to the Circuit Office
Schedule B Returns	2 years after audit	Destroy
Covenanted Giving	Current tax year + 6	Destroy
Tax Relief Claims	Current tax year + 6	Destroy
Missionary Accounts	Current connexional year + 6	Send to the Circuit Office

Record Type 3 – Property

Type	Retain for use	Action on expiry of retention period
Insurance Policies	40 years	Destroy
Claims Correspondence	3 years after last action	Destroy
Property Agreements and Leases	1 year after end of agreement	Send to the Circuit Office
Licences for use	1 year after end of agreement	Send to the Circuit Office
Church Copyright licence records	Current Licence year + 6	Destroy
Records of Lettings and use by external bodies	1 year	Send to the Circuit Office
Methodist Property Logs	While the Log or the church is in use	Send to the Circuit Office
Quinquennial Inspection Reports	Hold in the Property Log	Send to the Circuit Office
Building Schemes	Last action + 5 years	Send to the Circuit Office
Graveyard Records	Last action + 5 years	Send to the Circuit Office
Trust Deeds	Only of historic interest	Send to the Circuit Office

Appendix 1 (cont.)

Record Type 4 – Membership

Type	Retain for use	Action on expiry of retention period
Church Members List	Permanent (review annually)	Permanent.  Send superseded copy to the Circuit Office
List of Adherents	Permanent (review annually)	Permanent.  Send superseded copy to the Circuit Office
Baptism Register	While Register or church in use	Send to the Circuit Office
Marriage Register	While Register or church in use	Send to the Circuit Office
Burial Register	While Register or church in use	Send to the Circuit Office
Sunday School Register	While Register or church in use	Send to the Circuit Office
Cradle Roll	While Roll or church in use	Send to the Circuit Office
Misc. Group Lists	While currently active	Destroy superseded list

Record Type 5 – Employment

Type	Retain for use	Action on expiry of retention period
Employee Tax Records	Current tax year + 6	Destroy
Employee Insurance Records	Current tax year + 6	Destroy
Insurance Records: Employers Liability	Current tax year + 40	Destroy
Pension Contributions	Current tax year + 6	Destroy
Contract of Employment	Current tax year + 6	Destroy
Annual Tax Return	Current tax year + 6	Destroy
Expenses Claims	Current tax year + 6	Destroy

Record Type 6 – Health and Safety

Type	Retain for use	Action on expiry of retention period
Reportable Accident Sheets	Date of entry + 3 years	Destroy
Accident Book	Date of last entry + 3 years	Destroy
External inspection documents	Date of inspection + 3 years	Destroy
Fire Check Records	Hold in Property Log	Send to the Circuit Office

Record Type 7 – Safeguarding

Type	Retain for use	Action on expiry of retention period
Safeguarding records	75 years	Destroy

Record Type 8 – Miscellaneous

Type	Retain for use	Action on expiry of retention period
General correspondence	Conclusion of matter + 1 year	Destroy
Anniversary Records	Event Date + 10 years	Send to the Circuit Office
Commemoration Records	Event Date + 10 years	Send to the Circuit Office
Church newsletters / publications	Date of issue + 2 years	Send to the Circuit Office

Appendix 2 – Record Retention Periods Circuit

Type	Retain for use	Action on expiry of retention period
Circuit Meetings	Current Connexional  year + 5	Archive
Meetings reporting to the Circuit Meeting	Current Connexional  year + 3	Archive
Records relating to ecumenical bodies	Current Connexional  year + 2	Archive
Circuit Directory	Renew annually	Archive superseded copy
Chapel Registration certificates	Permanent
Church closure records	Current Connexional  year + 6	Archive
Sale of church premises	Current Connexional  year + 6	Archive
Manse inspections	Hold in property Log	Archive
Circuit Newsletters & Publications	Date of issue +2 years	Archive
Circuit Plans	Current Connexional  year + 2	Archive
Replies to District & Connexional queries	Last action + 5 years	Archive