Disposal Schedule - Section F

Work area - Finance

Where a publicly funded organisation has been the subject of an investigation which has led to significant criticism or prosecution, the relevant records should be retained for at least 10 years from the date of conclusion of the investigation.  Addendum to DAO (DFP) 08/07.

Any records pertaining to European Union(EU) funding must, by EC Regulation, be retained for at least seven years after EU Programme spend has been completed.

Ref Record Type Minimum
Retention Period
Relevant Legislation
/Derivation
Final Action
F1 Accounts      
  a. Minor records

Passbooks, bank statements of accounts, pay in slips, lodgement slips counterfoils, cancelled and discharged cheques (for cheques bearing printed receipts, see Receipts), cheque counterfoils, accounts of petty cash expenditure, travelling and subsistence accounts, minor vouchers including duplicated receipt books, income records, receipt for registered and recorded delivery mail, forms used in connection with the supply of surgical appliances, laundry lists and receipts.

two years (from completion of the audit)   Destroy
  b. Working papers three years (from completion of the audit)   Destroy
  c. Debtors records - cleared two years (from completion of the audit)   Destroy
  d. Debtors records - uncleared six years (from completion of the audit) The Limitation (Northern Ireland) Order 1989 Destroy
  e. Cost accounts three years after end of financial year to which they relate   Destroy
F2 Advice notes [delivery statement, or note advising what is in a package, or what is coming: they are usually received in advance of the invoice] two years   Destroy
F3 Annual accounts (final one set only) 30 years   A copy of final published accounts should be sent to the Public Record Office of Northern Ireland
F4 Asset Management      
  Asset registers - assets/equipment registers, records six years after the asset is disposed of   Destroy
  Depreciation registers - records relating to the calculation of annual depreciation six years after the asset of last one in the register is disposed of   Destroy
F5 Audit records - original documents (For example; organisational audits, records audits, systems audits) - internal and external in any format (paper, electronic etc) three years from the date of completion of the audit The National Archives Internal Audit Records Retention Schedule Destroy
F6 Audit reports (including management letters. Value for money reports and system/final accounts memorandum) internal and external. six years after formal clearance by Statutory Auditor The National Archives Internal Audit Records Retention Schedule Destroy
F7 Benefactions/Endowments/Trust Fund      
  Documents relating to benefactions, special donations and memorials of any sort covered by HSC Legislation. five years after the end of the financial year in which the Trust money becomes finally spent or the gift in kind was accepted   Destroy
  Documents relating to benefactions, special donations and memorials of any sort covered by HSC Legislation, where the fund/capital/interest, remains permanent. The records should be permanently retained by the organisation   Retain - permanently
F8 Bills, receipts and cleared cheques
Authority to deduct forms, deposit details and meter readings
six years following the end of the financial year to which they relate   Destroy
F9 Primary Care HSC prescriptions received by the BSO six years   Destroy
F10 Business case documentation 10 years after completion of project or handover of facility in terms of larger projects   Destroy
F11 Budgets (including working papers, reports, virements and journals) two years from completion of audit   Destroy
F12 Buyng orders for Goods and Services six years   Destroy
F13 Capital charges data two years from completion of the audit   Destroy
F14 Capital paid invoices six years following the end of the financial year to which they relate The Limitation (Northern Ireland) Order 1989 Destroy
F15 Cash books six years following the end of the financial year to which they relate The Limitation (Northern Ireland) Order 1989 Destroy
F16 Cash sheets six years following the end of the financial year to which they relate The Limitation (Northern Ireland) Order 1989 Destroy
F17 Clients Financial Records      
  Documents relating to the Trust Management of the finances of individuals admitted to residential or nursing homes or their own home six years following the settlement of the accounts to which they relate   Destroy
  Deeds and correspondence relating to the transfer of property, the purchase disposal and leasing of property and the acquisition, transfer and disposal of mortgages.     Determined on review
  Correspondence with legal department and solicitors It should be noted that financial records are usually held for six years after the close of the financial year to which they relate. As all the bills are cleared and the remaining monies paid back to the family or solicitor after the client's death, it would be wise to retain all financial records for six years after that date.   Destroy
F18 Creditor payments six years after end of financial year to which they relate   Destroy
F19 Delivery notes two years following the end of the financial year to which they relate   Destroy
F20 Demand notes six years following the end of the financial year to which they relate   Destroy
F21 Estimates including supporting calculations and statistics three years following the end of the financial year to which they relate   Destroy
F22 Expense claims including travel and subsistence claims - claims and authorisation six years following the end of the financial year to which they relate   Destroy
F23 Excess fares six years after payment ceases   Destroy
F24 Finance Statements      
  Statements/summaries/ reconciliations prepared for inclusion in quarterly/annual reports six years following the end of the financial year to which they relate Records Management Retention scheduling Destroy
  Periodic financial statements prepared for management on a regulars basis Destroy when cumulated into quarterly/ annual reports Records Management Retention scheduling Destroy
  Ad hoc statements one year Records Management Retention scheduling Destroy
F25 Formula records for calculating employee variation of hours one year after entry   Destroy
F26 Fraud
Report papers used in the course of a fraud investigation - theft, fraud, misappropriation, irrecoverable debts and overpayments, write-offs, recovery of debt, wavering of debt
six years after the audit where the matter was resolved internally, otherwise 10 years after the action/ investigation is completed   Destroy
F27 Funding data (including monitoring) six years following the end of the financial year to which they relate
Any records pertaining to European Union funding must, by ED Regulation, be retained for a least seven years after the EU Programme spend has been completed
  Destroy
F28 General medical services payments six years after year end   Destroy
F29 Income and expenditure journals six years following the end of the financial year to which they relate   Destroy
F30 Invoices six years following the end of the financial year to which they relate The Limitation (Northern Ireland) Order 1989 Destroy
F31 Ledger records, including such documents as ledgers, income and expenditure journals, nominal rolls six years following the end of the last financial year to which they relate   Destroy
F32 Monitoring of financial records six years following the end of the last financial year to which they relate   Destroy
F33 Mortgage documents (acquisition, transfer and disposal) six year after repayment   Determined on review
F34 Non-exchequer funds records (That is, funding received by the organisation that does not directly relate to patient care for example, charitable funds) six years from the end of the financial year in which they are made Part 8 of the Charities Act (NI) 2008 Although technically exempt from the Public Records Act, it would be appropriate for authorities to treat these records as if they were not exempt - Destroy
F35 Patient monies (ie smaller sums of donated money) six years   Destroy
F36 PAYE records six years after termination of employment   Destroy
F37 Payments six years after the end of the financial year to which they relate   Destroy
F38 Private finance initiative (PFI) 30 years   Determined on review
F39 Receipt for registered and recorded delivery mail See GMGR Section F1   Destroy
F40 Receipts six years after end of financial year to which they relate The Limitation (Northern Ireland) Order 1989 Destroy
F41 Requisitions two years (organisations may wish to review before destruction)   Destroy
F42 VAT records six years following the end of the financial year to which they relate   Destroy
F43 Value for money (VFM)      
  Reports created or instigated internally in the organisation six years following the end of the tax year to which the papers relate   Determined on review
  Reporting on financial exercises reviews monitoring six years following the end of the tax year to which the papers relate   Determined on review

 

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