A local council has custody of the ‘specified papers’ of the parish (1). These papers are defined as the public books, writings and papers of the parish (including photographic copies) and all documents directed by law to be kept therewith (2).
The council has power to provide depositories for parish documents and may require the district or unitary authority to provide a depository (3). In Bucks the depository is the County Record Office.
Local government electors have a right to inspect the minutes of the council and committee meetings, and to make copies (4). Electors may also inspect orders for the payment of money and at audit time, any interested person may inspect the accounts and supporting papers (5). Local council members have a separate statutory right to inspect the council’s accounts and to make copies (6).
(1) S.226 LGA 1972
(2) S.270(1) LGA 1972
(3) S.227 LGA 1972
(4) S.228 LGA 1972 (the council is not obliged to provide copies)
(5) S.228 LGA 1972; s.15 ACA 1998
(6) 6S.228(3) LGA 1972
Parish Council documents will be retained for the periods set out in the table which can be viewed by following this link.
It is based on recommendations from NALC (Legal Note 40). On the expiry of the term documents will be destroyed, where applicable.
Correspondence relating to audit and planning matters will be retained for the same period as other documentation. Other correspondence will be retained for as long as the matter is live.
Documents of title and leases will be retained by the council’s solicitors in their strong box.
Minute books and other documents which should be retained indefinitely will, if no longer in
current use, be deposited at the County Record Office (7).
12th May 2026
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