Millom Town Council
Millom Town Council was formed in 1974 when the parish boundaries changed from Cumberland.
RECORDS MANAGEMENT POLICY & DOCUMENT DISPOSAL LOG
Adopted: 27th May 2026
Review Date: May 2031
This Records Management Policy establishes a structured approach to the creation, storage, maintenance, retrieval, retention and disposal of records held by Millom Town Council. It ensures that:
Records are accurate, accessible and secure
Legal, regulatory and audit requirements are met
Personal data is managed in compliance with UK GDPR
Historical and community-value records are preserved
Information is disposed of responsibly when no longer required
This policy applies to:
All records created, received or maintained by the Council
All formats, including paper, electronic files, emails, photographs and digital media
All councillors, employees, contractors and volunteers handling Council information
Record: Any information created, received or maintained as evidence of Council activities
Record Management: The systematic control of records throughout their lifecycle
Lifecycle: Creation -> Use -> Storage -> Retention -> Disposal or Archive
Millom Town Council will ensure that all records are:
Authentic:
Records must accurately reflect the transactions, decisions and activities of the Council
Reliable:
Records must be complete and trustworthy
Accessible:
Records must be stored so they can be retrieved when needed
Secure:
Records must be protected from loss, damage, unauthorized access or alteration
Managed According to Lifecycle:
All records must be retained only as long as necessary and disposed of securely
Town Clerk:
The clerk is responsible for:
Implementing this policy
Maintaining filing and archiving systems
Ensuring secure storage of paper and electronic records
Conducting annual review of records
Managing the disposal process and maintaining the Disposal Log
Ensuring compliance with data protection legislation
Councillors and Staff:
All councillors and staff must:
Follow this policy when creating or handling records
Ensure records are stored securely
Not remove original documents without logging them out
Report any loss or breach of records immediately
Records must be created promptly and accurately
Records should be clearly titled and dated
Electronic files must be stored in the correct Council folders
Emails containing important information must be saved into the Council’s filing system
Paper Records:
Stored in locked cabinets or secure archive areas
Access restricted to authorized personnel
Electronic Records:
Stored on secure Council systems with appropriate access controls
Regularly backed up
Protected by passwords and security protocols
Retention periods are set out in the Council’s Retention of Documents Policy. Records must not be kept longer than necessary.
When records reach the end of their retention period:
Paper records must be shredded or securely destroyed
Electronic records must be permanently deleted
Disposal must be recorded in the Document Disposal Log
Confidential waste must be handled by an approved contractor
Records of historical, legal or community value will be preserved permanently.
Archived records must be:
Clearly labelled
Indexed
Stored securely
Accessible for reference
All archived documents are transferred to the Whitehaven Archive Office for long-term safe keeping and preservation. The Town Clerk is responsible for preparing, cataloguing and arranging the transfer of records in accordance with the Archive Office’s accession procedures.
The Council will comply with:
UK GDPR
Data Protection Act 2018
The Council’s Data Policy
This policy will be reviewed every 5-years or earlier if:
Legislation changes
Audit requirements change
Improvements to records management are identified
Signed: ………………………………….. Chair
Dated: 27th May 2026
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APRIL 30TH: Methodist Church meeting room
MAY 28TH: Methodist Church meeting room
JUNE 25TH: Methodist Church meeting room
JULY 30TH: Methodist Church meeting room
All meetings will commence at 07.00pm unless otherwise stated on
the agenda.