Records Retention Policy

As a registered charity, [Charity name] is committed to maintaining accurate, reliable, and accessible records in support of effective governance, accountability, and legal compliance.
This Records Retention Policy sets out the principles and procedures governing the creation, retention, storage, review, and disposal of records held by the Charity.

The Trustees recognise that proper records management is essential to transparency, operational efficiency, and compliance with statutory and regulatory requirements.

Purpose of the Policy

1.1 The purpose of this Policy is to:

Ensure records are retained for appropriate periods.
Support legal, regulatory, and operational requirements.
Protect confidential and personal information.
Promote consistent and secure records management practices.

1.2 This Policy provides guidance to all individuals responsible for creating or handling Charity records.

Scope of the Policy

2.1 This Policy applies to:

All Trustees.
Employees and volunteers.
Contractors and agents acting on behalf of the Charity.

2.2 It applies to all records, regardless of format, including:

Paper records.
Electronic records.
Emails, databases, and digital files.

Definition of Records

3.1 For the purposes of this Policy, records include:

Any information created, received, or maintained in the course of the Charity’s activities.

3.2 Records may include:

Governance and legal documents.
Financial and accounting records.
Personnel and volunteer records.
Safeguarding and incident records.
Communications and correspondence.

Principles of Records Management

4.1 The Charity’s records management is guided by the following principles:

Accuracy and completeness.
Accessibility and retrievability.
Security and confidentiality.
Compliance with legal requirements.
Timely and secure disposal.

4.2 Records will be retained only for as long as necessary.

Legal and Regulatory Requirements

5.1 The Charity will comply with:

Charity law and Charity Commission guidance.
Data protection legislation, including UK GDPR and the Data Protection Act 2018.
HMRC and other regulatory requirements.

5.2 Retention periods will reflect statutory requirements and best practice.

Record Retention Periods

6.1 The Charity will maintain a schedule of retention periods for different categories of records.

6.2 Indicative retention periods may include:

Governing documents and trustee minutes: permanently.
Annual accounts and financial records: minimum of six years.
Payroll and employment records: in line with legal requirements.
Safeguarding records: retained in accordance with safeguarding guidance.

6.3 Retention periods will be reviewed periodically.

Storage and Security of Records

7.1 Records will be stored securely to protect against:

Loss.
Unauthorised access.
Damage or destruction.

7.2 Security measures may include:

Locked storage for paper records.
Password-protected digital systems.
Access controls and encryption where appropriate.

Access to Records

8.1 Access to records will be:

Restricted to authorised individuals.
Based on a legitimate need.

8.2 Requests for access will be handled in accordance with data protection requirements.

Disposal and Destruction of Records

9.1 Records will be disposed of securely once retention periods expire.

9.2 Disposal methods may include:

Secure shredding of paper records.
Permanent deletion of electronic files.

9.3 Disposal must be:

Authorised.
Documented where appropriate.

Confidentiality and Data Protection

10.1 All records containing personal or sensitive information will be:

Handled in accordance with data protection legislation.
Protected against unauthorised disclosure.

10.2 Data breaches must be reported promptly in line with the Charity’s policies.

Litigation, Audits, and Investigations

11.1 Where litigation, audits, or investigations are anticipated or ongoing:

Relevant records must not be destroyed.
Retention may be extended until the matter is resolved.

Roles and Responsibilities

12.1 The Board of Trustees has overall responsibility for records management.

12.2 Day-to-day responsibility may be delegated, but accountability remains with the Trustees.

12.3 All individuals must:

Comply with this Policy.
Handle records responsibly.

Training and Awareness

13.1 The Charity will:

Provide guidance and training where appropriate.
Promote awareness of records management responsibilities.

13.2 Individuals are responsible for familiarising themselves with this Policy.

Monitoring and Review

14.1 This Policy will be reviewed:

At least annually, or
Following changes in law or Charity operations.

14.2 Any amendments must be approved by the Board of Trustees.

Conclusion

By adhering to this Records Retention Policy, [Charity name] ensures that records are managed responsibly, securely, and in compliance with legal and regulatory requirements, supporting effective governance, accountability, and public trust.

Signed: ………………………………………
Chair of the Board of Trustees

Date: ………………………………………

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Disclaimer:

Naail & Co provides these policy templates solely as guidelines or standard templates to assist charities in developing their own policies in accordance with Charity Commission England & Wales compliance. These templates are not intended to serve as legal or professional advice, and Naail & Co cannot be held responsible or liable for any outcomes arising from their use. It is essential that each registered charity carefully tailors and customizes these policies to reflect its specific needs, structure, and legal obligations. We strongly recommend that charities seek independent legal or professional advice to ensure compliance with all relevant laws and regulations.

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