Policy – Operation London Bridge

Holme Parish Council

Operation London Bridge – Policy to follow on death of Monarch or Consort


  1. On announcement of a death, the Clerk shall cancel or rearrange any forthcoming Parish Council meetings and reconvene to after the period of mourning (10 days after death). Any other celebratory events scheduled should also be rearranged apart from Remembrance Services.
  2. The Clerk shall obtain/purchase and publish an official picture of the deceased from those issued by the Palace authorities on the Parish Council Website and provide a picture to others who request it. Suitable words from the Chairman of the Council to be added.
  3. The Clerk shall work with the Churchwardens to arrange a service in Church on the eve of the state funeral.
  4. The day of the State Funeral will be a Public Holiday.
  5. The Churchwardens will allocate a space in the Churchyard for the public to lay flowers and arrange for their disposal -to be composted- on the morning after the state funeral is held.
  6. The Chairman, Clerk and Churchwardens to discuss whether a book of condolence is required and if so this shall be accommodated in the Church.

Registers and code of conduct

Holme Parish Council subscribes to the Code of Conduct for members of Huntingdonshire District Council and all information ca be found on the HDC Website. Registers of members’s interests are published on the HDC website.


The Clerk is employed under the terms of the Clerk’s code of conduct and the Green Book which may be viewed on the SLCC website https://www.slcc.co.uk/UserFiles/advice/418_Green%20Book%20Dec%2016.pdf

Risk Management

Holme Parish Council Risk Assessment


9 April 19


Financial Risk Assessment


Possible Risk: Accounting errors due to lack of financial controls.

To address risk: The Parish council has adopted Financial Regulations and Standing Orders and reviews these procedures annually.

The Clerk is the Responsible Financial Officer and the Chairman and Councillor oversee accounting procedures. All financial documentation held by the Clerk is open to inspection.

Monies received are receipted and banked promptly.

All payments are itemised on the Agenda prepared for meetings. All payments are approved at meetings of the full council. Most payments are made by Bacs or cheque and no petty cash is held. Cheques are signed in accordance with the banking mandate and cheque stubs initialled. Cheque numbers, amount and date are written on the invoice. Electronic Bacs payments follow the same process and a member of the Council, after approval by another Councillor, will release the payment online via a password protected environment.

Receipts and Payments are entered on a spreadsheet and copies given to each Councillor at every Parish Council meeting, and attached to the minutes.

Bank statements are reconciled on receipt, given to Councillors at the meeting and the reconciliation is also attached to the minutes.

VAT is reclaimed annually.


Possible Risk: Budget error, wrong amount precepted resulting in too little/too much money to meet Council’s commitments. Excess reserves or spending beyond resources.

To address risk: The budget is prepared in November for the following year. All items for inclusion are fully discussed and financially assessed. A Precept is requested based on the items included in the budget. The Clerk gives a financial report at every meeting with supporting documents given out to each Councillor.

The Clerk’s salary is reviewed annually in January.

Maintenance contracts are reviewed annually or bi-annually and quotations requested before the budget is set.


Possible Risk: Loss of funds due to misappropriation.

To address risk: All orders for good and services are made through the Clerk and with prior authorisation  at a Parish Council meeting, except in the case of emergency when the Clerk may incur expenditure having gained approval from the Chairman or Vice Chairman as detailed in the Financial Regulations adopted by the Council.

The Clerk may purchase minor stationery items needed for office administration with the cost being refunded monthly on production of receipts.

All invoices and cheques or BACS payments are approved and signed in accordance with financial regulations and banking mandate.

The Parish Council has cover for Fidelity guarantee within its insurance and this is reviewed annually before renewal to ensure that cover is adequate.

The Clerk keeps a copy of the Register of interests of all Councillors and they are required to inform the Clerk of any changes.

The Clerk’s wages are calculated and paid monthly. Tax and National Insurance are calculated and paid to HMRC quarterly.

Year End accounts are prepared by the Clerk as soon after the end of March as possible and presented to the Council at the next meeting.

An independent auditor is appointed to carry out a full audit at the end of each financial year.


Possible Risk: Under insurance, public liability, employee liability.

To address risk: Insurance cover is reviewed each year prior to renewal. All assets are listed in the Health and Safety folder. If there are any changes these are updated promptly.

All contractors employed by the Parish Council are required to hold Public Liability Insurance cover.

The Parish council has Employers Liability cover and Fidelity Guarantee. Clerk and Councillors have Personal accident cover for duties connected with Parish Council.


Health & Safety


Health & Safety is reviewed at each Parish Council meeting. A nominated Councillor carries out regular inspections of Parish Council property before every meeting. Items requiring maintenance are reported to the Clerk at the next Parish Council meeting or if repairs are more urgent these are dealt with immediately.

An annual inspection of the Clerk’s home office is carried out to ensure that the area is safe (e.g. no trailing wires) and that equipment is being correctly used and maintained.

Meetings are held at the village hall and the room is inspected immediately prior to each meeting by the Clerk and a councillor to ensure that there are no hazards to Councillors, Clerk, or members of the public. Emergency signs and exits are present.



Signed:………J Griffin……………………………………….



Retentionand Disposal of Documents Policy

Holme Parish Council


Retention and Disposal Policy

1.            Introduction

  • The Council accumulates a vast amount of information and data during the course of its everyday activities. This includes data generated internally in addition to information obtained from individuals and external organisations. This information is recorded in various different types of document.
  • Records created and maintained by the Council are an important asset and as such measures need to be undertaken to safeguard this info Properly managed records provide authentic and reliable evidence of the Council’s transactions and are necessary to ensure it can demonstrate accountability.
  • Documents may be retained in either ‘hard’ paper form or in electronic forms. For the purpose of this policy, ‘document’ and ‘record’ refers to both hard copy and electronic records.
  • It is imperative that documents are retained for an adequate period of time. If documents are destroyed prematurely the Council and individual officers concerned could face prosecution for not complying with legislation and it could cause operational difficulties, reputational damage and difficulty in defending any claim brought against the Council.
  • In contrast to the above the Council should not retain documents longer than is necessary. Timely disposal should be undertaken to ensure compliance with the General Data Protection Regulations so that personal information is not retained longer than necessary. This will also ensure the most efficient use of limited storage space.
  1. Scope and Objectives of the Policy
    • The aim of this document is to provide a working framework to determine which documents are:
  • Retained – and for how long; or
  • Disposed of – and if so by what method.
    • There are some records that do not need to be kept at all or that are routinely destroyed in the course of business. This usually applies to information that is duplicated, unimportant or only of a short-term value. Unimportant records of information include:
  • ‘With compliments’ slips.
  • Catalogues and trade journals.
  • Non-acceptance of invitations.
  • Trivial electronic mail messages that are not related to Council business.
  • Requests for information such as maps, plans or advertising material.
  • Out of date distribution lists.
    • Duplicated and superseded material such as stationery, manuals, drafts, forms, address books and reference copies of annual reports may be destroyed.
    • Records should not be destroyed if the information can be used as evidence to prove that something has happened. If destroyed the disposal needs to be disposed of under the General Data Protection Regulations




  1. Roles and Responsibilities for Document Retention and Disposal
    • Councils are responsible for determining whether to retain or dispose of documents and should undertake a review of documentation at least on an annual basis to ensure that any unnecessary documentation being held is disposed of under the General Data Protection Regulations.
    • Councils should ensure that all employees are aware of the retention/disposal schedule.
  2. Document Retention Protocol
    • Councils should have in place an adequate system for documenting the activities of their service. This system should take into account the legislative and regulatory environments to which they work.
    • Records of each activity should be complete and accurate enough to allow employees and their successors to undertake appropriate actions in the context of their responsibilities to:
  • Facilitate an audit or examination of the business by anyone so authorised.
  • Protect the legal and other rights of the Council, its clients and any other persons affected   by its actions.
  • Verify individual consent to record, manage and record disposal of their personal data.
  • Provide authenticity of the records so that the evidence derived from them is shown to be credible and authoritative.


  • To facilitate this the following principles should be adopted:
  • Records created and maintained should be arranged in a record-keeping system that will enable quick and easy retrieval of information under the General Data Protection Regulations
  • Documents that are no longer required for operational purposes but need retaining should be placed at the records office.
    • The retention schedules in Appendix A: List of Documents for Retention or Disposal provide guidance on the recommended minimum retention periods for specific classes of documents and records. These schedules have been compiled from recommended best practice from the Public Records Office, the Records Management Society of Great Britain and in accordance with relevant legislation.
    • Whenever there is a possibility of litigation, the records and information that are likely to be affected should not be amended or disposed of until the threat of litigation has been removed.
  1. Document Disposal Protocol
    • Documents should only be disposed of if reviewed in accordance with the following:
  • Is retention required to fulfil statutory or other regulatory requirements?
  • Is retention required to meet the operational needs of the service?
  • Is retention required to evidence events in the case of dispute?
  • Is retention required because the document or record is of historic interest or intrinsic value?
    • When documents are scheduled for disposal the method of disposal should be appropriate to the nature and sensitivity of the documents concerned. A record of the disposal will be kept to comply with the General Data Protection Regulations.
    • Documents can be disposed of by any of the following methods:
  • Non-confidential records: place in waste paper bin for disposal.
  •   Confidential records or records giving personal information: shred documents.
  • Deletion of computer records.
  • Transmission of records to an external body such as the County Records Office.
    • The following principles should be followed when disposing of records:
  • All records containing personal or confidential information should be destroyed at the end of the retention period. Failure to do so could lead to the Council being prosecuted under the General Data Protection Regulations.
  •   the Freedom of Information Act or cause reputational damage.
  • Where computer records are deleted steps should be taken to ensure that data is ‘virtually impossible to retrieve’ as advised by the Information Commissioner.
  • Where documents are of historical interest it may be appropriate that they are transmitted to the County Records office.
  • Back-up copies of documents should also be destroyed (including electronic or photographed documents unless specific provisions exist for their disposal).
    • Records should be maintained of appropriate disposals. These records should contain the following information:
  • The name of the document destroyed.
  • The date the document was destroyed.
  • The method of disposal.
  1. Data Protection Act 1998 – Obligation to Dispose of Certain Data
    • The Data Protection Act 1998 (‘Fifth Principle’) requires that personal information must not be retained longer than is necessary for the purpose for which it was originally obtained. Section 1 of the Data Protection Act defines personal information as:

Data that relates to a living individual who can be identified:

  1. from the data, or
  2. from those data and other information which is in the possession of, or is likely to come into the possession of the data controller.

It includes any expression of opinion about the individual and any indication of the intentions of the Council or other person in respect of the individual.

  • The Data Protection Act provides an exemption for information about identifiable living individuals that is held for research, statistical or historical purposes to be held indefinitely provided that the specific requirements are met.
  • Councils are responsible for ensuring that they comply with the principles of the under the General Data Protection Regulations namely:
  • Personal data is processed fairly and lawfully and, in particular, shall not be processed unless specific conditions are met.
  • Personal data shall only be obtained for specific purposes and processed in a compatible manner.
  • Personal data shall be adequate, relevant, but not excessive.
  • Personal data shall be accurate and up to date.
  • Personal data shall not be kept for longer than is necessary.
  • Personal data shall be processed in accordance with the rights of the data subject.
  • Personal data shall be kept secure.



    • External storage providers or archivists that are holding Council documents must also comply with the above principles of the General Data Protection Regulations.


  1. Scanning of Documents
    • In general once a document has been scanned on to a document image system the original becomes redundant. There is no specific legislation covering the format for which local government records are retained following electronic storage, except for those prescribed by HM Revenue and Customs.
    • As a general rule hard copies of scanned documents should be retained for three months after scanning.
    • Original documents required for VAT and tax purposes should be retained for six years unless a shorter period has been agreed with HM Revenue and Customs.
  2. Review of Document Retention
    • It is planned to review, update and where appropriate amend this document on a regular basis (at least every three years in accordance with the Code of Practice on the Management of Records issued by the Lord Chancellor).
    • This document has been compiled from various sources of recommended best practice and with reference to the following documents and publications:
  • Local Council Administration, Charles Arnold-Baker, 910h edition, Chapter 11
  • Local Government Act 1972, sections 225 – 229, section 234
  • SLCC Advice Note 316 Retaining Important Documents
  • SLCC Clerks’ Manual: Storing Books and Documents
  • Lord Chancellor’s Code of Practice on the Management of Records issued under Section 46 of the Freedom of Information Act 2000
  1. List of Documents
    • The full list of the Council’s documents and the procedures for retention or disposal can be found in Appendix A: List of Documents for Retention and Disposal. This is updated regularly in accordance with any changes to legal requirements.

Removable Media Policy

Council Name: Holme Parish Council

Council Address: C/o 24 Church St, Holme, Peterborough PE7 3PB

Email Address: holmeparishclerk@gmail.com

Telephone number:01487 831559


The Management of Transferable Data Policy




1       Purpose  2


2       Principals  2


3       Advice and Assistance  2


4       Responsibilities  3


5       Incident Management 3


6       Data Administration  3


7       Security  3


8       Use of removable media  4


9       Faulty or Unneeded Storage Devices  4


10     Breach procedures  5


11     Review And Revision  5


12     Employees Guide in Brief 5





1.1       This policy supports the controlled storage and transfer of information by Councillors and all employees, temporary staff and agents (contractors, consultants and others working on behalf of the Council) who have access to and use of computing equipment that is owned or leased by Holme Parish Council.


1.2       Information is used throughout the Council and is sometimes shared with external organisations and applicants.  The use of removable media may result in the loss of the ability to access information, or interference with the integrity of information, which could have a significant effect on the efficient operation of the Council and may result in financial loss and an inability to provide services to the public.


1.3       It is therefore essential for the continued operation of the Council that the availability, integrity and confidentiality of all storage devices are maintained at a level which is appropriate to the Council’s needs.


1.4       The aims of the policy are to ensure that the use of removable storage devices is accomplished with due regard to:


1.4.1    Enabling the correct data to be made available where it is required

1.4.2    Maintaining the integrity of the data

1.4.3    Preventing unintended consequences to the stability of the computer network

1.4.4    Building confidence and trust in data that is being shared between systems

1.4.5    Maintaining high standards of care towards data and information about individual parishioners, staff or information that is exempt from disclosure

1.4.6    Compliance with legislation, policies or good practice requirements


2          Principals


2.1       This policy sets out the principles that will be adopted by the Council in order for material to be safely stored on removable media so that the risk of loss or corruption to work data is low.


2.2       Removable media includes but is not limited to:

USB memory sticks, memory cards, portable memory devices, CD / DVDs, diskettes and any other device that transfers data between systems, or stores electronic data separately from email or other applications.


2.4       Any person who intends to store Council data on removable media must abide by this Policy. This requirement devolves to Councillors, employees and agents of the Council, who may be held personally liable for any breach of the requirements of this policy.


2.5       Failure to comply with this policy could result in disciplinary action.


3          Advice and Assistance


3.1       The clerk will ensure that everyone that is authorised to access the Council’s information systems is aware of their obligations arising from this policy.


3.2       A competent person should be consulted over any hardware or system issues.  Advice and guidance on using software packages should be also sort from a competent person.


4          Responsibilities


4.1       Clerks are responsible for enforcing this policy and for having arrangements in place to identify the location of all data used in connection with Council business.


4.2       Users of removable media must have adequate Records Management / Information Security training so that relevant policies are implemented.

5          Incident Management


5.1       It is the duty of all employees and agents of the Council to not allow storage media to be compromised in any way whist in their care or under their control. There must be immediate reporting of any misuse or irresponsible actions that affect work data or information, any loss of material, or actual, or suspected breaches in information security to the clerk.


5.2       It is the duty of all Councillors/Employees to report any actual or suspected breaches in information security to the clerk.


6          Data Administration


6.1       Removable media should not be the only place where data created or obtained for work purposes is held, as data that is only held in one place and in one format is at much higher risk of being unavailable through loss, destruction or malfunction of equipment, than data which is routinely backed up.


6.2       Where removable media is used to transfer material between systems then copies of the data should also remain on the source system or computer, until the data is successfully transferred to another computer or system.


6.3       Where there is a business requirement to distribute information to third parties, then removable media must only be used when the file cannot be sent or is too large to be sent by email or other secure electronic means.


6.4       Transferring material to removable media is a snapshot of the data at the time it was saved to the media. Adequate labelling must be undertaken so as to easily identify the version of the data, as well as its content.


6.5       Files must be deleted from removable media, or the removable media destroyed, when the operational use of the material has been completed. The Council’s retention and disposition schedule must be implemented by Councillors, employees, contractors and agents for all removable media.


7          Security


7.1       All storage media must be kept in an appropriately secure and safe environment that avoids physical risk, loss or electrical corruption of the business asset. Due to their small size there is a high risk of the removable media being mislaid lost or damaged, therefore special care is required to physically protect the device and the data. Anyone using removable media to transfer data must consider the most appropriate way to transport the device and be able to demonstrate that they took reasonable care to avoid damage or loss.


7.2       Virus Infections must be prevented from damaging the Councils network and computers. Virus and malware checking software approved by the Council, must be operational on both the machine from which the data is taken and the machine on to which the data is to be loaded. The data must be scanned by the virus checking software, before the media is loaded on to the receiving machine.


7.3       Any memory stick used in connection with Council equipment or to store Council material should usually be Council owned. However work related data from external sources can be transferred to the Council network using memory sticks that are from trusted sources and have been checked using current anti-virus software.


7.4       The Council will not provide support or administrator access for any non-council memory stick.



8                    Use of removable media


8.1       Care must be taken over what data or information is transferred onto removable media. Only the data that is authorised and necessary to be transferred should be saved on to the device.


8.3       Council material belongs to the Council and any equipment on which it is held should be under the control of the Council and not available to be used for other purposes that may compromise the data.


8.4       All data transferred to removable media should be in accordance with an agreed process established by the Council so that material can be traced.


8.5       The person arranging the transfer of data must be authorised to make use of, or process that particular data.


8.6       Whilst in transit or storage the data must be given appropriate security according to the type of data and its sensitivity.


8.7       Encryption must be applied to the data file unless there is no risk to the Council, other organisations or individuals from the data being lost whilst in transit or storage. If encryption is not available then password control must be applied if removable media must be used for the business purpose.


9          Faulty or Unneeded Storage Devices


9.1       Damaged or faulty media must not be used. The clerk must be consulted over any damaged equipment, peripherals or media.


9.2       All unneeded or faulty storage devices must be dealt with securely to remove the data before reallocating or disposing of the device.


10        Breach procedures


10.1     Users who do not adhere to this policy will be dealt with through the Councils disciplinary process.


10.2     11.3     Where external service providers, agents or contractors breach the policy, this should be addressed through contract arrangements.


11        Review and Revision


11.1     This policy will be reviewed annually by the Council and revised according to developments in legislation, guidance, accepted good practice and operational use.

12        Employees Guide in Brief


12.1                 Data and information are valuable and must be protected.


12.2               Only transfer data onto removable media, if you have the authority to do so.


12.4                 All transfer arrangements carry a risk to the data.


12.5                 Run the virus checking programme on the removable media each time it is connected to a computer.


12.6                 Only use approved products for Council data.


12.7                 Activate encryption on removable media wherever it is available and password protection if not available


12.8                 Data should be available for automatic back up and not solely saved to removable media.


12.9                 Delete files from removable media, or destroy the media, after the material has been used for its purpose.




Social Media and Email Policy


Council Name: Holme Parish Council

Council Address: C/o 24 Church St, Holme , Peterborough PE7 3PB

Email Address: holmeparishclerk@gmail.com

Telephone numbers:01487 831559


Social Media and Electronic Communication Policy

The use of digital and social media and electronic communication enables the Parish Council to interact in a way that improves the communications both within the Council and between the Council and the people, businesses and agencies it works with and serves.

The Council has a website and Facebook page and uses email to communicate. The Council will always try to use the most effective channel for its communications. Over time the Council may add to the channels of communication that it uses as it seeks to improve and expand the services it delivers. When these changes occur this Policy will be updated to reflect the new arrangements.

The Clerk’s Facebook page intends to provide information and updates regarding activities and opportunities within our Parish and promote our community positively.

Communications from the Council will meet the following criteria:

  • Be civil, tasteful and relevant;
  • Not contain content that is knowingly unlawful, libellous, harassing, defamatory, abusive, threatening, harmful, obscene, profane, sexually oriented or racially offensive;
  • Not contain content knowingly copied from elsewhere, for which we do not own the copyright;
  • Not contain any personal information.
  • If it is official Council business it will be moderated by either the Chair/Vice Chair of the Council or the Clerk to the Council;
  • Social media will not be used for the dissemination of any political advertising.

In order to ensure that all discussions on the Council page are productive, respectful and consistent with the Council’s aims and objectives, we ask you to follow these guidelines:

  • Be considerate and respectful of others. Vulgarity, threats or abuse of language will not be tolerated.
  • Differing opinions and discussion of diverse ideas are encouraged, but personal attacks on anyone, including the Council members or staff, will not be permitted.
  • Share freely and be generous with official Council posts, but be aware of copyright laws; be accurate and give credit where credit is due.


  • Stay on topic.
  • Refrain from using the Council’s Facebook page for commercial purposes or to advertise market or sell products.

The site is not monitored 24/7 and we will not always be able to reply individually to all messages or comments received. However, we will endeavour to ensure that any emerging themes or helpful suggestions are passed to the relevant people or authorities. Please do not include personal/private information in your social media posts to us.

Sending a message/post via Facebook will not be considered as contacting the Council for official purposes and we will not be obliged to monitor or respond to requests for information through these channels. Instead, please make direct contact with the council’s Clerk by emailing.

We retain the right to remove comments or content that includes:


  • Obscene or racist content
  • Personal attacks, insults, or threatening language
  • Potentially libellous statements.
  • Plagiarised material; any material in violation of any laws, including copyright
  • Private, personal information published without consent
  • Information or links unrelated to the content of the forum
  • Commercial promotions or spam
  • Alleges a breach of a Council’s policy or the law


The Council’s response to any communication received not meeting the above criteria will be to either ignore, inform the sender of our policy or send a brief response as appropriate. This will be at the Council’s discretion based on the message received, given our limited resources available. Any information posted on the Facebook page not in line with the above criteria will be removed as quickly as practically possible. Repeat offenders will be blocked from the Facebook page. The Council may post a statement that ‘A post breaching the Council’s Social Media Policy has been removed’. If the post alleges a breach of a Council’s policy or the law the person who posted it will be asked to submit a formal complaint to the Council or report the matter to the Police as soon as possible to allow due process.


Parish Council Website.

Where necessary, we may direct those contacting us to our website to see the required information, or we may forward their question to one of our Councillors for consideration and response. We may not respond to every comment we receive particularly if we are experiencing a heavy workload.

The Council may, at its discretion, allow and enable approved local groups to have and maintain a presence on its website for the purpose of presenting information about the group’s activities. The local group would be responsible for maintaining the content and ensuring that it meets the Council’s ‘rules and expectation’ for the web site. The Council reserves the right to remove any or all of a local group’s information from the web site if it

feels that the content does not meet the Council’s ‘rules and expectation’ for its website. Where content on the website is maintained by a local group it should be clearly marked that such content is not the direct responsibility of the Council.


Parish Council email

The Clerk to the council has their own council email address (holmeparishclerk@gmail.com)

The email account is monitored mainly during office hours, Monday to Friday, and we aim to reply to all questions sent as soon as we can. An ‘out of office’ message should be used when appropriate.

The Clerk is responsible for dealing with email received and passing on any relevant mail to members or external agencies for information and/or action. All communications on behalf of the Council will usually come from the Clerk, and/or otherwise will always be copied to the Clerk. All new Emails requiring data to be passed on, will be followed up with a Data consent form for completion before action is taken with that correspondence.

Individual Councillors are at liberty to communicate directly with parishioners in relation to their own personal views, if appropriate, copy to the Clerk. NB any emails copied to the Clerk become official and will be subject to The Freedom of Information Act.

These procedures will ensure that a complete and proper record of all correspondence is kept.

Do not forward personal information on to other people or groups outside of the Council, this includes names, addresses, email, IP addresses and cookie identifiers.


SMS (texting)

Members and the Clerk may use SMS as a convenient way to communicate at times. All are reminded that this policy also applies to such messages.


Video Conferencing e.g. Skype

If this medium is used to communicate please note that this policy also applies to the use of video conferencing.


Internal communication and access to information within the Council

The Council is continually looking at ways to improve its working and the use of social media and electronic communications is a major factor in delivering improvement.


Councillors are expected to abide by the Code of Conduct and the Data Protection Act in all their work on behalf of the Council

As more and more information becomes available at the press of a button, it is vital that all information is treated sensitively and securely. Councillors are expected to maintain an awareness of the confidentiality of information that they have access to and not to share confidential information with anyone. Failure to properly observe confidentiality may be seen as a breach of the Council’s Code of Conduct and will be dealt with through its prescribed procedures (at the extreme it may also involve a criminal investigation).

Members should also be careful only to cc essential recipients on emails i.e. to avoid use of the ‘Reply to All’ option if at all possible, but of course copying in all who need to know and ensuring that email trails have been removed.