Retention and disposal schedules - Democracy and governance retention schedule

Appeals

Exclusion appeals

• Description: Agendas and minutes plus associated correspondence with parties to the appeals
• Retention period: 7 years after last modified
• Action: Delete
• Reasoning: Suspension and permanent exclusion from maintained schools, academies, and pupil referral units in England, including pupil movement, 2024
• Personal data: Yes
• Special category data: Yes

Licensing appeals

• Description: Agendas and minutes plus associated correspondence with parties to the appeals
• Retention period: 7 years after last modified
• Action: Delete
• Reasoning: Licencing Act 2003
• Personal data: Yes
• Special category data: Yes

School appeals

• Description: Agendas and minutes plus associated correspondence with parties to the appeals.
• Retention period: 3 years after last modified
• Action: Delete
• Reasoning: School Admissions Appeal Code 2022
• Personal data: Yes
• Special category data: Yes

School transport appeals

• Description: Agendas and minutes plus associated correspondence with parties to the appeals
• Retention period: 7 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: Yes

Civic

Cars

• Description: Contract and financial information
• Retention period: 7 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Digital

• Description: Social media and images
• Retention period: 2 years after created
• Action: Delete
• Reasoning: Data Protection Act 2018
• Personal data: Yes
• Special category data: No

Events

• Description: Invitations, attendees, invitation lists, attendance list, budget spreadsheets, contacts, food and catering, seating plan
• Retention period: 7 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: Yes

Protocols

• Description: For national events such as death of a monarch or major public figure, flag protocols
• Retention period: Permanent
• Action: Retain
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Mayors

• Description: Records relating to mayors including induction and individual records
• Retention period: 7 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Correspondence

• Retention period: 7 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Procedures

• Retention period: 7 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Councillor services

Allowances

• Description: Expenses reconciliation, claim forms, payroll information for allowance payments, public notice information
• Retention period: 7 years after last modified
• Action: Delete
• Reasoning: Local Government Act 1972 Section 94(1)
• Personal data: Yes
• Special category data: Yes

Development

• Description: Information about individual events, signed forms to enable attendance, planning schedule, logistics
• Retention period: 6 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: Yes

Champions

• Description: List of Members
• Retention period: 6 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Committee Membership

• Description: Registers of committees, attendees and boards
• Retention period: 6 years after last modified
• Action: Review
• Reasoning: Local Government Act 2000 (Section 15)
• Personal data: No
• Special category data: No

Contacts

• Description: Contact lists
• Retention period: 6 years after last modified
• Action: Delete
• Reasoning: Local Government Act 1972 Section 94(1)
• Contains personal data: Yes
• Special category data: No

Elections

• Description: Handbook for new starters
• Retention period: 7 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: Yes

Logistics support to Members

• Description: Parking, ICT, passes
• Retention Period: 6 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: Yes

Political support

• Description: Letters, presentations, political information, PDFs from outside bodies, Leader's personal information, CVs, passwords, payment details
• Retention period: 6 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: Yes

Representation

• Description: Membership lists, age, co-opted members
• Retention period: 6 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: Yes

The Leader's office

• Retention period: Permanent
• Action: Retain
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Decision making

Council and non-Cabinet

• Description: Agendas and minutes plus associated correspondence relating to the meetings
• Retention period: Permanent
• Action: Retain
• Reasoning: Local Government Act 1972 and Local Government Act 2000
• Personal Data: Yes
• Special category data: No

Cabinet

• Description: Agendas and minutes plus associated correspondence relating to the meetings
• Retention period: Permanent
• Action: Retain
• Reasoning: Local Government Act 1972 s100b and Local Authorities (Executive Arrangements) (Access to Information) (England) Regulations 2000
• Personal data: Yes
• Special category data: No

Cabinet Advisory Panel

• Description: Agendas and minutes plus associated correspondence relating to the meetings
• Retention period: Permanent
• Action: Retain
• Reasoning: Local Government Act 1972 s100b and Local Authorities (Executive Arrangements) (Access to Information) (England) Regulations 2001
• Personal data: No
• Special category data: No

Independent Remuneration Panel

• Description: Agendas and minutes plus associated correspondence relating to the meetings
• Retention period: 6 years after last modified
• Action: Delete
• Reasoning: Local Government Act 1972 s100b and Local Authorities (Executive Arrangements) (Access to Information) (England) Regulations 2002
• Personal data: Yes
• Special category data: No

Individual decisions

• Description: Reports and decision records
• Retention period: Permanent
• Action: Retain
• Reasoning: Local Government Act 1972 s100b and Local Authorities (Executive Arrangements) (Access to Information) (England) Regulations 2001
• Personal data: Yes
• Special category data: No

Overview and scrutiny

• Description: Minutes drafts, agendas, reports (annual), presentations, reference material, policies, email (copies), task and finish background, panels
• Retention period: 6 years after last modified
• Action: Delete
• Reasoning: Local Government Act 1972 s100b and Local Authorities (Executive Arrangements) (Access to Information) (England) Regulations 2002
• Personal data: Yes
• Special category data: No

Election and referendum

Borough

• Description: Schedule polling structure, staff lists, payment schedules, count documentation, risk register, project plan
• Retention period: 7 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Parish

• Description: Schedule polling structure, staff lists, payment schedules, count documentation, risk register, project plan
• Retention period: 7 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Parliamentary

• Description: Schedule polling structure, staff lists, payment schedules, count documentation, risk register, project plan
• Retention period: 7 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Police and Crime Commissioner

• Description: Schedule polling structure, staff lists, payment schedules, count documentation, risk register, project plan
• Retention period: 7 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Referendums

• Description: Schedule polling structure, staff lists, payment schedules, count documentation, risk register, project plan
• Retention Period: 7 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Returning officer

• Description: Schedule polling structure, staff lists, payment schedules, count documentation, risk register, project plan
• Retention Period: 7 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Electoral registration

Annual canvas

• Description: Canvas returns
• Retention period: 7 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Electoral registers

• Description: Marked registers, schedule of register distribution, payments
• Retention period: 7 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Registration

• Description: Electoral register
• Retention period: 7 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Electoral reviews

Boundary reviews

• Description: Boundary commission reports
• Retention period: 7 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Community governance review

• Description: Governance review petitions, reports, correspondence
• Retention period: 7 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Reviews

• Description: Other reviews and correspondence
• Retention period: 7 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Polling district and polling places reviews

• Description: Reviews and correspondence
• Retention period: 7 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Engagement

Annual canvas

• Description: Canvas returns
• Retention period: 1 year after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Community

• Description: Information sheets, newsletters, surveys, consultations, events, correspondence
• Retention period: 6 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Electoral Commission

• Description: Reports and correspondence
• Retention period: 6 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Democracy Week (local and national)

• Description: Information sheets, newsletters, surveys, consultations, events, correspondence
• Retention period: 6 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

UK Parliament Week

Description: Information sheets, newsletters, surveys, consultations, events, correspondence

• Retention period: 6 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Governance

Constitution

• Description: PDF of final versions, revisions, emails, tracking changes, log of changes
• Retention period: Permanent
• Action: Retain
• Reasoning: Local Government Act 2000
• Personal data: No
• Special Category Data: No

Delegations

• Description: Logs of Leader's delegations
• Retention period: 7 years after last modified
• Action: Delete
• Reasoning: Local Government Act 2000 (Constitutions) (England) Direction 2000
• Personal data: No
• Special category data: No

Hospitality

• Description: Hospitality forms, email confirmations
• Retention period: 6 years after last modified
• Action: Delete
• Reasoning: Limitation Act 1980 (Section 2)
• Personal data: No
• Special category data: No

Register of interests

• Description: Interest forms, recording documents, email confirmation of changes
• Retention period: 7 years after last modified
• Action: Delete
• Reasoning: Local Government Act 1972 Section 94(1) and Limitation Act 1980 (Section 2)
• Personal data: Yes
• Special category data: No

Councillor complaints

• Retention period: 6 years after last modified
• Action: Delete
• Reasoning: Retention Guidelines for Local Authorities
• Personal data: Yes
• Special category data: No

Approvals and delegations

• Retention period: 6 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Audits

• Retention period: 6 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Service complaints

• Retention period: 6 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Operations

Data sharing agreements

• Retention period: 6 years after agreement ends
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Newsletters

• Description: Democracy Snapshot
• Retention period: 3 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Freedom of information

• Description: Requests and guidance
• Retention period: 4 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: Yes
• Special category data: No

Licences

• Retention period: 6 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Systems administration and guidance

• Description: Modern.gov system
• Retention period: Keep for life of system
• Action: Retain
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Schedules of meetings

• Retention period: 3 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Routine communications

• Description: Press releases
• Retention period: 6 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Schedule of tender openings

• Retention period: 3 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No

Ward alerts

• Description: A summary of all significant decisions and issues that affect each ward in the upcoming weeks
• Retention period: 3 years after last modified
• Action: Delete
• Reasoning: Business requirement
• Personal data: No
• Special category data: No