 |
 |
I would recommend all financial records are kept for at least the current year plus 6. Do not blame the DPA. You decide the retention period based on legislation and business risk. The DPA says for as long as necessary. Keith Batchelor Batchelor Associates Records Management & Health and Safety http://surf.to/keith.batchelor Although we have taken care to ensure this email and any attachments are virus free we cannot and do not warrant it will be free of viruses. Please ensure it is scanned by the latest anti virus software before opening ----- Original Message ----- From: "Phillip Bradshaw" <[log in to unmask]> To: <[log in to unmask]> Sent: Tuesday, September 28, 2004 11:47 AM Subject: Direct Debit Guarantee Scheme > Has anyone considered or taken into account the provisions of the DDGS in > relation to retention periods - in particular the fact that banks will on > request refund a customer who claims payments have been made after > he 'cancelled' the DD - and this part of the guarantee is without time > limit. > > For example we operate a club where monthly subscriptions are collected > from members by DD. The member resigns in September 2004 and we stop > collecting. > > After 12 months (to comply with Data Protection) we destroy our records of > the member as 'we no longer need to keep them'. A month later he writes to > his bank and alleges he ceased to be a member in 2000 and the bank, as it > must, refunds 4 years subscriptions and claims it back from us. We no > longer have any records to show that this is fraudulent (we cannot keep > the financial records without keeping the personal details). > > Do we keep the records indefinitely or do a risk assessment and just keep > them for a couple of years accepting a potential loss in a (hopefully) > small number of cases ? > > If I ever emigrate to Brasil I will claim back 20 years Council Tax paid > by DD just before I leave !