Prime (Original) documentation has to be retained for future use/reference. If the documentation remains in your school, it is your responsibility to ensure it is kept for the required length of time as per the table below – please note that the retention period excludes the current year and is in full financial years:
|Cheque stubs (or paid cheques, if available)||6||Copy receipts||6|
|Cancelled receipts||3||Cancelled cheques||3|
|Copy orders||6||Paid invoices||6|
|Bank statements/paying-in slips||6||Income accounts||6|
|Local Financial System data & hard copy reports||6||Remittance advices||6|
|Signed delivery notes||6|
e.g. original invoices processed in June 2012 will need to be kept until March 2019.
If your records are photocopies there is no official retention period (e.g. invoices at non cheque-book schools). However, we would recommend that you keep them for the rest of the financial year plus the whole of the following year.