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Hinckley Methodist Circuit

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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

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

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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

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