1. Democratic process

Minute taking.

Destroy after date of confirmation of the minutes

· Draft/Rough Minutes/Notes

Common practice.

The process of preparing business for Council consideration and making the record of discussion, debate and resolutions

Permanent. Offer to Archivist.

· Council minutes

· Council agenda and business papers

· Council notice papers and proceedings

· Indexes

· Committee minutes

· Registers of designations to Special Committees

Common practice

Agendas and Reports for Council’s meetings: Paper records taken to meetings produced now using computer document storage system

To be kept for 6 years.

Previously in paper, now retained electronically. A copy for documents

1974–2005 is stored on microfilm.

Agendas Reports and Minutes of Informal Meetings

Minutes and Notes produced after these meetings.

To be kept for 6 years.

Previously in paper, now retained electronically. A copy for documents

1974–2005 is stored on microfilm.

Not all of the informal meetings are serviced by the Committee Team.

Register of Interests of

District Councillors:

To be kept up to date during the term of office of the individual Councillor.

A record of each Councillor’s interests in accordance with the Localism Act 2011.

To be kept up to date during the term of the office of the individual Councillor.

Following completion of another form, or the term of office ending, retain for 6 years.

Paper.

The register of interest forms of current Councillors is also published on the Wyre Forest website.

Register of Interests of

Town and Parish

Councillors:

A record of each Councillor’s interests in accordance with the Localism Act 2011.

To be kept up to date during the term of office of the individual

Councillor.

Following completion of another form, or the term of office ending, retain for 6 years.

Paper.

The register of interest forms of current Councillors is also published on the Wyre Forest website.

Town and Parish Clerks are required to keep Wyre Forest

officers informed of changes

e.g. resignations, new co- optees.

Declaration of Acceptance of Office:

Each Councillor signs this declaration upon appointment. The declarations are in book form.

Once the Councillor has ceased to be in office these can be destroyed after 6 years, although as this is in book format it means that this is only actioned once all records contained in it have ceased 6 years ago.

Paper.

Disposal of Election

Documentation

12 months

• Nomination Papers
• Ballot Papers
• Statutory Notices
• Marked Registers
• Corresponding Number Lists
• Postal Voting Statements

Statutory period

Returns and Declarations as to Election Expenses

12 months

24 months

• Parish Council Election

• Local Government Election

Statutory period

Register of Local Government, Parliamentary and European electors.

15 years then forward to Archivist at Worcestershire County Council

(Complete an Archive & Archaeology Service Accession Form and send to The Hive)

• Register of Electors

Current year

· For use at any election held in the current year

· For public inspection during life of register

Past years

· To check eligibility of overseas voter Applications.

Register of Overseas and

Service voters

1 year

For use at any election held in the current year.

Household enquiry forms

Minimum 3 months

To check registration details

Invites to register

Max 13 months from month of application

To check registration details until the next canvass

Absent vote application form

Minimum 3 months

To check application details

List of absent voters during life of register

1 year

For use at any election held in the current year.

For public inspection

Other elector correspondence

Minimum 3 months

To check registration details

NEW

Stage 1 and Stage 2 complaints under the Let Us Know policy

Destroy after 3 years

· Correspondence relating to formal complaints raised

· Performance information relating to complaints

Common practice

The corporate planning and reporting activities of local authorities

Permanent. Offer to Archivist.

Transfer to place of deposit after administrative use is concluded

· Corporate Plans

· Strategy Plans

· Business Plans

· Annual Reports

Common practice

Performance Management

Retain data on Covalent

· Wyre Forest Forward Programme of Projects

· Risk Register

· Measures

Common practice

The process of preparing information to be passed on to central governments as part of statutory requirements

Destroy 7 years from closure

· Reports to central government

Common practice

Electronic files kept indefinitely.

Paper copy kept for three years

• Wyred weekly
• Leaflets etc for events
• Leaflets

Common practice

Common practice

Electronic copies destroyed ad hoc

• Photographic evidence of events

• Visitors book
• Photographs

Common practice