Retention periods of documents held within Wyre Forest District Council
1. Democratic process
Last updated 22 September 2020
1.1. Committee meetings
| Reference | Function description/type of record | Retention action/retention period | Examples of records | Notes |
|---|---|---|---|---|
| 1.1.1 | Minute taking | Destroy after date of confirmation of the minutes. |
|
Common practice |
| 1.1.2 | The process of preparing business for Council consideration and making the record of discussion, debate and resolutions | Permanent, Offer to archivist |
|
Common practice |
| 1.1.3 | Agendas and Reports for Council’s meetings: Paper records taken to meetings produced now using computer document storage system | To be kept for six years. | Previously in paper, now retained electronically. A copy for documents1974 - 2005 is stored on microfilm. | |
| 1.1.4 |
Agendas Reports and Minutes of Informal Meetings Minutes and Notes produced after these meetings. |
To be kept for six years. |
Previously in paper, now retained electronically. A copy for documents1974 - 2005 is stored on microfilm. |
Not all of the informal meetings are serviced by the Committee Team. |
| 1.1.5 |
Register of Interests of District Councillors:
|
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 are also published on the Wyre Forest website. |
|
| 1.1.6 |
Register of Interests of Town and Parish Councillors:
|
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 are 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. |
| 1.1.7 |
Declaration of Acceptance of Office:
|
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 |
1.2. Electoral services
| Reference | Function description/type of record | Retention action/retention period | Examples of records | Notes |
|---|---|---|---|---|
| 1.2.1 | Disposal of election documentation |
|
|
Statutory period |
| 1.2.2 | Returns and declarations as to election expenses |
|
|
Statutory period |
| 1.2.3 | Agendas and Reports for Council’s meetings: Paper records taken to meetings produced now using computer document storage system | 15 years then forward to Archivist at Worcestershire County Council (complete an Archive and Archaeology Service Accession Form and send to The Hive) |
|
Current year
Past years
|
| 1.2.4 |
Register of overseas and service voters |
One year |
|
For use at any election held in the current year |
| 1.2.5 |
Household enquiry forms |
Minimum three months |
|
To check registration details |
| 1.2.6 | Invites to register | Maximum of 13 months from month of application |
|
To check registration details until next canvass |
| 1.2.7 | Absent vote application form | Minimum three months | To check application details | |
| 1.2.8 |
List of absent voters during life of register |
One year |
|
For use at any election held in the current year. For public inspection |
| 1.2.9 |
Other elector correspondence |
Minimum three months | To check registration details |
1.3. Complaints
| Reference | Function description/type of record | Retention action/retention period | Examples of records | Notes |
|---|---|---|---|---|
| 1.3.1 | The management in summary form of enquiries and complaints directed to council | Permanent. Offer to Archivist for review. Transfer to place of deposit after administrative use is concluded. |
|
Common practice |
| 1.3.2 | The management of enquiries, submissions and complaints which result in significant changes to policy or procedures |
Permanent. Offer to Archivist. Transfer to place of deposit after administrative use is concluded |
|
Common practice |
| 1.3.3 | The management of detailed responses on council actions, policy or procedures | Destroy 6 years after administrative use is concluded |
|
Complainant can escalate complaint to Ombudsman up to one year later. |
| 1.3.4 |
The management of routine responses on council actions, policy or procedures |
Destroy 2 years after administrative use is concluded |
|
Common practice |
1.4. Corporate planning and reporting
| Reference | Function description/type of record | Retention action/retention period | Examples of records | Notes |
|---|---|---|---|---|
| 1.4.1 | The corporate planning and reporting activities of local authorities | Permanent. Offer to Archivist. Transfer to place of deposit after administrative use is concluded |
|
Common practice |
| 1.4.2 | Performance Management |
Retain data on Covalent |
|
Common practice |
| 1.4.3 | The process of preparing information to be passed on to central governments as part of statutory requirements | Destroy 7 years from closure |
|
Common practice |
1.5. Publications
| Reference | Function description/type of record | Retention action/retention period | Examples of records | Notes |
|---|---|---|---|---|
| 1.5.1 | Published work of Wyre Forest District Council |
Electronic files kept indefinitely. Paper copy kept for three years |
|
Common practice Common practice |
| 1.5.2 | Photgraphs |
Electronic copies destroyed ad hoc |
|
Common practice |
| 1.5.3 | Civic and Royal events | Permanent. Offer to Archivist. |
|
Common practice |