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finance

Information type Keep for Keep from Legislation or business reason
Accounts payable Current year plus 12 Creation Local Government Act 2003 Taxes Management Act 2003 European Court of auditors
Pensions 7 years From liability for pension payments ceasing Business decision
VAT returns Current year plus 6 years Creation Accounts and Audit Regulations 2003 No.533
Travel claims – e.g.rail warrants, bus tickets Current year plus 6 years Creation Accounts and Audit Regulations 2003 No.533
Term maintenance instruction orders Current year plus 3 years Creation Best practice
Purchase orders Current year plus 12 Creation Taxes Management Act 2003 Local Government Act 2003 European Court of Auditors
Petty cash books and copy claim forms Current year plus 3 years Creation Taxes Management Act 1970
Order books and delivery notes Current year + 3 years Creation Accounts and Audit Regulations 2003 No.533
On-street parking fines Current year plus 6 years Creation Local decision
Invoices Current year plus 3 Creation Taxes Management Act 1970
Income Current year plus 3 Creation Local Goverment Act 2003
Import and export documents Current year plus 3 Creation Accounts and Audit Regulations 2003
European – and other externally funded work and grant claims Variable - dependent on grant terms and conditions but generally set at current year plus 12 (destroy only on authority of relevant managing authority Date of final payment European Court of Auditors
Essential user lump sums Current year plus 6 Creation Local decision based on remuneration rules
Credit and debit notes issued or received Current year plus 6 Creation Limitation Act 1980
Contractors certificates and final accounts Current year plus 12 Creation Limitation Act 1980 European Court of Auditors
School accounting – ONE system Current year plus 6 Creation Local Government Act 2003  
Cheques and counterfoils Current year plus 6 Creation Local Government Act 2003
Cash books Current year plus 12 Creation Local Government Act 2003 Taxes Management Act 2003 European Court of Auditors
Car loans Current year plus 6 End of loan/repayment Local decision
Budget – monitoring Current year plus 1 Creation Local business need
Budget – preparation Current year plus 1 Creation Local business need
Bank statements and paying in books – schools and other establishments Current year plus 6 Creation Local Government Act 2003
Annual accounts Permanent Creation Local Government Act 2003
Accounts receivable – till rolls and remittance advices Current year plus 6 Creation Local Government Act 2003
Accounts receivable – credit notes Current year plus 6 Creation Local Government Act 2003
Accounts receivable – invoices Current year plus 12 Creation Local Government Act 2003 Taxes Management Act 2003 European Court of Auditors
Finance – accounts payable claims Current year +3 (*special dispensation allows reduction from 6 years) Creation Local Government Act 2003 and Taxes Management Act 2003