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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.
  • Draft/rough minutes/notes
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
  • Council minutes
  • Council agenda and business papers
  • Council notice papers and proceedings
  • Indexes
  • Committee minutes
  • Registers of designations to Special Committees
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 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 are also published on the Wyre Forest website.

 
1.1.6

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 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:

  • 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  

 

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
  • 12 months
  • Nomination Papers
  • Ballot Papers
  • Statutory Notices
  • Marked Registers
  • Corresponding Number Lists
  • Postal Voting Statements
Statutory period
1.2.2 Returns and declarations as to election expenses
  • 12 months
  • 24 months
  • Parish Council election
  • Local Government election
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)
  • 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
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.
  • Indexes
  • Registers
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

  • Reports
  • Returns
  • Correspondence
Common practice
1.3.3 The management of detailed responses on council actions, policy or procedures Destroy 6 years after administrative use is concluded
  • Reports
  • Returns
  • Correspondence
  • Ombudsman

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
  • Printed material
  • Form letters
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
  • Corporate plans
  • Strategy plans
  • Business plans
  • Annual reports
Common practice
1.4.2 Performance Management

Retain data on Covalent

  • Wyre Forest Forward
  • Programme of projects
  • Risk register
  • Measures
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
  • Reports to central government

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

  • Wyred weekly
  • Leaflets etc for events
  • Leaflets

Common practice

Common practice

1.5.2 Photgraphs

Electronic copies destroyed ad hoc

  • Photographic evidence of events
Common practice
1.5.3 Civic and Royal events Permanent. Offer to Archivist.
  • Visitors book
  • Photographs

Common practice

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