Retention periods of documents held within Wyre Forest District Council

10. Corporate

Last updated March 2025

10.1 Web forms
10.2 Emergency planning
10.3 Surveillance records
10.4 Telephone and email

10.1. Web forms system

Reference	Function description/type of record	Retention action/retention period	Examples of records	Notes
10.1.1	Forms completed via website using UMBRACO system	Destroy 28 days from date of entry
10.1.2	Visitors Register at Wyre Forest House	Three months		This currently relates solely to Wyre Forest House

10.2. Emergency Planning

Reference	Function description/type of record	Retention action/retention period	Examples of records
10.2.1	Personal data of evacuees	Six months after the conclusion of the incident	Name Home address Date of birth Gender Medical, Physical, Health or Social Care needs Prescription/Medical needs Next of Kin details Vehicle Registration
10.2.2	Statistical data	Indefinitely
10.2.3	Volunteer details	One month after the conclusion of the incident	Name Personal Phone Number Personal e-mail address
10.2.4	Key holder details	One month after the conclusion of the incident	Name Personal Phone Number Personal e-mail address

10.3. Surveillance records

Reference	Function description/type of record	Retention action/retention period	Examples of records	Notes
10.3.1	All records relating to surveillance and enforcement action undertaken under the Regulation of Investigatory Powers Act 2000	Six years from date of court order	Proceedings of any legal cases in which the authority is involved

10.4 Telephone and email

Reference	Function description/type of record	Retention action/retention period	Examples of records
10.4.1	All type of email correspondence	Archived after 2 years then automatic deletion based on policy (usually 5 years) 7 years total if not destroyed manually by users by regular reviews	· General email correspondence containing Names, Phone Number, Business Name, Contact details · Sensitive information managed by secure email system
10.4.2	All type of voice correspondence	Deleted after 1 year	· General telephone very little personal data should be held on the system mainly contact details.
10.4.3	All type of telephone correspondence	Deleted after 1 year	· General telephone very little personal data should be held on the system mainly contact details.

Reference

Function description/type of record

Retention action/retention period

Examples of records

Notes

10.4.1

All type of email correspondence

Archived after 2 years then automatic deletion based on policy (usually 5 years) 7 years total if not destroyed manually by users by regular reviews

· General email correspondence containing Names, Phone Number, Business Name, Contact details

· Sensitive information managed by secure email system

10.4.2

All type of voice correspondence

Deleted after 1 year

· General telephone very little personal data should be held on the system mainly contact details.

10.4.3

All type of telephone correspondence

Deleted after 1 year

· General telephone very little personal data should be held on the system mainly contact details.

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10. Corporate

Contents

10.1. Web forms system

10.2. Emergency Planning

10.3. Surveillance records

10.4 Telephone and email