Appendix II Retention schedule: Finance

This appendix sets out the retention period for different types of finance records relating to health and care. Where indicated, Appendix III should also be referred to. This sets out further detail relating to the management of specific types and formats of records.

Accounts

Record type	Accounts
Category	Finance
Retention period	3 years
Disposal action	Review and destroy if no longer required
Notes	Retention begins at the CLOSE of the financial year to which they relate. Includes all associated documentation and records for the purpose of audit.

Benefactions

Record type	Benefactions
Category	Finance
Retention period	8 years
Disposal action	Review and consider transfer to PoD
Notes	These may already be in the financial accounts and may be captured in other reports, records or committee papers. Benefactors, endowments, trust fund or legacies should be offered to the local PoD.

Debtors’ records: CLEARED

Record type	Debtors’ records: CLEARED
Category	Finance
Retention period	2 years
Disposal action	Review and destroy if no longer required
Notes	Retention begins at the CLOSE of the financial year to which they relate

Debtors’ records : NOT CLEARED

Record type	Debtors’ records : NOT CLEARED
Category	Finance
Retention period	6 years
Disposal action	Review and destroy if no longer required
Notes	Retention begins at the CLOSE of the financial year to which they relate

Donations

Record type	Inspection reports
Category	Finance
Retention period	6 years
Disposal action	Review and dispose of if no longer required
Notes	Retention begins at the CLOSE of the financial year to which they relate.

Expenses

Record type	Expenses
Category	Finance
Retention period	6 years
Disposal action	Review and dispose of if no longer required
Notes	Retention begins at the CLOSE of the financial year to which they relate

Final annual accounts report

Record type	Final annual accounts report*
Category	Finance
Retention period	Up to 20 years
Disposal action	Review and transfer to PoD
Notes	These should be transferred when practically possible, after being retained locally for a minimum of 6 years. Ideally, these will be transferred with board papers for that year to keep a complete set of governance papers

Financial transaction records

Record type	Financial transaction records
Category	Finance
Retention period	6 years
Disposal action	Review and destroy if no longer required
Notes	Retention begins at the CLOSE of the financial year to which they relate

Invoices

Record type	Retention begins at the CLOSE of the financial year to which they relate
Category	Finance
Retention period	6 years from end of the financial year they relate to
Disposal action	Review and dispose of if no longer required

Petty cash

Record type	Petty cash
Category	Finance
Retention period	2 years
Disposal action	Review and dispose of if no longer required
Notes	Retention begins at the CLOSE of the financial year to which they relate

Private Finance Initiatives (PFI) files

Record type	Private Finance Initiatives (PFI) files
Category	Finance
Retention period	Lifetime of PFI
Disposal action	Review and consider transfer to PoD
Notes	Retention begins at the END of the PFI agreement. This applies to the key papers only in the PFI

Staff salary information or files

Record type	Staff salary information or files
Category	Finance
Retention period	10 years
Disposal action	Review and destroy if no longer required
Notes	Retention begins at the CLOSE of the financial year to which they relate.

Superannuation records

Record type	Superannuation records
Category	Finance
Retention period	10 years
Disposal action	Review and destroy if no longer required
Notes	Retention begins at the CLOSE of the financial year to which they relate.