Retention of Accounting Records and other documents

Purchase invoices and supplier documentation
Document Retention Period Reason for retention period
Payments cash book or record of payments Six years from the end of the financial
year in which the transaction was made
Companies Act/Charities Act
Purchase ledger Companies Act/Charities Act
Invoice – revenue Companies Act/Charities Act
Petty cash records Companies Act/Charities Act and HMRC
Invoice – capital item 10 years Companies Act/Charities Act and HMRC
Successful quotations for capital expenditure Permanently Commercial considerations
Income/Monies received
Document Retention period Reason for retention period
Bank paying in counterfoils Six years from the end of the financial
year in which the transaction was made
Companies Act/Charities Act
Bank statements Companies Act/Charities Act
Remittance advice Companies Act/Charities Act
Bank reconciliations Companies Act/Charities Act
Receipts cash book Companies Act/Charities Act and HMRC
Sales ledger Companies Act/Charities Act and HMRC
Correspondence re donations/subscriptions Companies Act/Charities Act
Deeds of covenant/Gift Aid declarations Six years after the last payment made. 12 years
if payments outstanding or dispute regarding the deed
Data Protection Act
Legacies Six years after the estate has been wound up Data Protection Act
Personal Information
Personal Data/Post Book/Mail Order/Enquires/e-mails Immediately after processing or when no longer needed if the law allows.
Memberships held on computer not renewed. 2 years from end of the financial year
General Data Protection Regulations

Retention of Accounting Records and other documents

Insurance documents
Document Retention period Reason for retention period
Policies Three years after lapse Data Protection Act
Claims correspondence Three years after settlement Data Protection Act
Employers Liability insurance certificate 40 years Employers’ Liability (Compulsory Insurance Regulations) 1998
Accident reports and relevant correspondence Three years after settlement Data Protection Act
Other documents
Document Retention period Reason for retention period
Trustees/director/governor minutes of meetings and decisions made as resolutions in writing Minimum 10 years from the date of the meeting or from the date of passing a resolution in writing Data Protection Act, Companies Act, Charities
Minutes of general meetings and members’ resolutions passed other than at a general meeting Historical Purposes Permanently Minimum 10 years after the date of themeeting/resolution/decision Gloucestershire Family History Society, Companies Act, Charities Act
Annual accounts and annual review Permanently Data Protection Act
Major agreements of historical significance Permanently Data Protection Act
Investment certificates Permanently Companies Act, Charities Act
Health and safety records Three years for general records. Permanently for records relating to hazardous substances Personal injury actions must be commenced within three years of injury. However industrial injuries not capable of detection within that period (e.g.Asbestos) the time period may be substantially extended
Investment ledger Permanently Companies Act, Charities Act, Commercial
Fixed assets register Permanently Companies Act, Charities Act, Commercial
Contracts with customers, suppliers or agents, licensing agreements, rental/hire purchase agreements, indemnities and guarantees and other contracts Six years after expiry ot termination of the contract. If the contract is executed as a deed, the limitation period is twelve years Limitations Act 1980
Leases 12 years after the lease and liabilities under the lease have terminated Limitations Act 1981