Governance and partnerships directorate retention schedule

Register of Electors Household Enquiry Forms

Copies of the household enquiry forms with names and date of birth.

Electronic and paper.

Paper - 12 months (life of register).

Electronic - permanent while electronic copy of register is maintained.

Secure disposal.

Representation of the Peoples Act 1983.

Register of Electors - Invitations to Register

Invitations to register including application form and information received from online application or those made by telephone or in person.

Electronic and paper.

Where any application-related document is kept beyond the determination, the NINO is redacted from any documentation by no later than the day that would be 13 months from the date the application was determined.

Regulation 29ZB(2) 2001;

Regulation 29ZB(3) 2001.

Register of Electors - Evidence

Documentation evidence.

Electronic and paper.

Until after determination of application.

Secure disposal.

Regulation 29ZB(2) 2001;

Regulation 29ZB(3) 2001.

Electoral Register - Absent Voters

Absent vote application forms containing names, date of birth, address.

Electronic and paper.

Renewed every 5 years.

If elector moves house, cancels Absent Vote (AV) or passes away before this date the AV information is auto deleted.

Secure disposal.

Electoral Register - Back Copies

Back copies of the Electoral Register.

Electronic and paper.

Current version (paper) 1 year.

Back copies (paper) for 15 years.

Secure disposal.

Paper copies kept indefinitely at the Heritage Service.

Regulations 97(5), 97A(7), 99(6) and 109A(9) 2001 Regulations. 

Election Materials

All documentation from Polling Stations including:

Marked copies of registers.

Marked copies of proxies voters.

Marked copies of postal voters.

All documentation from postal vote opening and receipting process.

All ballot papers (counted, rejected, unused, tendered, unused tendered).

Ballot paper accounts.

Results of verification of the ballot paper accounts.

Statement of rejected ballot papers.

Paper. 

1 year from date of election.

Secure disposal.

Rule 54 Schedule 2 Local Elections (Principal Areas) (England and Wales) Rules 2006 (Principal Areas Rules 2006);

Rule 54 Schedule 2 Local Elections (Parishes and Communities) (England and Wales) Rules 2006 (Parishes and Communities Rules 2006);

Rule 59 Schedule 1 Local Authorities (Mayoral Elections) England and Wales Regulations 2007 (Mayoral Elections Rules 2007);

Rule 64 Schedule 1 Combined Authorities (Mayoral Elections) Order 2017 (Combined Authorities Mayoral Rules 2017)

Rule 45 Schedule 3 Local Authorities (Conduct of Referendums) (England) Regulations 2012 (Conduct of Referendums (England) Rules 2012);

Rule 45 Local Authorities (Conduct of Referendums) (Wales) Regulations 2008 (Conduct of Referendums (Wales) Rules 2008);

Rule 47 Schedule 3 Neighbourhood Planning (Referendums) Regulations 2012 (Neighbourhood Planning Referendums Rules 2012). 

Procedures

Directions/advice for procedures relating to legislation, EC circulars, government circulars.

Electronic and paper.

Until superseded.

Destroyed or deleted.

Representation of the Peoples Act 1983.

All Candidates

Candidate's summary of election expense.

Local/parliamentary candidates' election expenses.

Paper.

Return to candidates (if requested) or retain for 2 years from the date of receipt.

Secure disposal.

Representation of People Act 1983 S89.

Local Candidates

Candidate's nomination papers and their consent to nomination forms.

Paper.

12 months from date of election.

Secure disposal.

Representation of People Act 1983.

Local Candidates Expenses

Records of candidate's expenses.

Paper.

2 years from date expenses received.

Secure disposal.

Representation of People Act 1983 S89.

Parliamentary Candidates Nominations

Copies of the candidate's nomination papers and consent to nomination forms.

Paper.

12 months from date of election.

Secure disposal.

Representation of People Act 1983 Sch 1 Rule 53A.

Parliamentary Candidates Address Forms

Copies of candidates home address form.

Paper.

21 calendar days after the return of the writ.

Secure destruction.

Representation of Peoples Act 1983 Sch 1 Rule 53A.

Parliamentary Candidates Expenses

Copies of candidate's expenses and associated records.

Electronic and paper.

2 years from date received.

Secure destruction.

Representation of People Act 1983 S89.

Preparation for Council Meetings

Records of preparing for meetings of the Council, cabinet, committees/sub-committees and review boards. Includes minutes and records of decisions, agendas and reports.

Electronic and paper.

Electronic - permanent archive for town history purpose.

Access to Information Act 1985.

Background Papers

Background papers (to be kept by report author).

Electronic.

4 years after last action.

Secure disposal.

Access to Information Act 1985.

Council Meeting Minutes

Minute taking including draft/rough minutes.

Paper.

Until confirmation of minutes.

Secure disposal.

Preparation for Partnership and Agencies Meetings

Records of preparing for partnership and agencies consideration and making the record of discussion, debate and resolutions, where the local authority legally owns the record.

Includes constitutional/procedural arrangements, agendas and reports, background papers (to be kept by report author).

Electronic.

6 years.

Secure disposal.

In Line With Access to Information Act 1985.

Company Meetings

Records of meetings of Council wholly-owned companies. Includes minutes and records of decisions, agendas and reports, details of appointments.

Electronic.

10 years.

Secure disposal.

Companies Act 2006.

School Admission Appeals

Administration of school admission appeal panels.

Appeal form and supporting evidence, school's case, and decision letters.

Anonymised statistics generated.

Electronic and paper.

Paper copies - used during panel hearing then secure disposal immediately.

Appeal withdrawn - secure disposal immediately.

Appeal heard - retained for 2 school years after decision then secure disposal.

Anonymised statistics retained for 10 years.

School Admissions Appeal Code 2012.

School Admissions Panel

Details of panel membership for school admissions appeals. Include personal details of panel members.

Electronic.

Retained whilst a panel member.

Secure disposal.

School Admissions Appeal Code 2012.

Petition Records

Petitions can be submitted by either paper or online. They will often include names, address, email address of petitioners and signatories.

Paper and electronic.

To be deleted after 12 months of either the petition being submitted to Full Council or being dealt with by an officer for an ordinary petition or after 90 days of submission should a petition not obtain the required number of signatures.

Appointment to Outside Bodies

Details of undertaking representation of the local authority - local authority representatives including:

Leader of opposition papers.

Leader of Council papers.

Appointment to outside organisations, charitable bodies and governing bodies of schools.

Electronic.

4 years.

Secure disposal.

Acceptance of Office

Declaration of acceptance of office - bound book of individual acceptance forms.

Paper.

4 years.

Offer to Heritage Service for assessment for inclusion in the permanent collection or offer to Lancashire County Records' archivist, otherwise secure disposal.

Local Government Act 1972.

Mayor and Deputy Mayor

Declaration of acceptance of office of Mayor and Deputy Mayor - bound book of individual acceptance forms.

Paper.

4 years.

Offer to Heritage Service for assessment for inclusion in the permanent collection or offer to Lancashire County Records' archivist, otherwise secure disposal.

Local Government Act 1972.

Members Code of Conduct

Written undertaking to comply with Code of Conduct in a separate form or declaration of acceptance of office incorporating written undertaking.

Paper.

4 years.

Offer to Heritage Service for assessment for inclusion in the permanent collection or offer to Lancashire County Records' archivist, otherwise secure disposal.

Members Register of Interests

Register of financial and other interests and individual written notifications.

Electronic and paper.

For duration of office plus 18 months following end of duration of office.

Secure disposal.

Members Register of Gifts and Hospitality

Register of gifts and hospitality, and individual written notifications.

Electronic and paper.

For duration of office plus 18 months following end of duration of office.

Secure disposal.

Members Register of Allowances Council Members

Register of member's allowances and details of payments from Payroll.

Electronic.

4 years.

Secure disposal.

Member Enquiries

Member/constituent enquiries including ward issues raised directly by members and from constituents.

Electronic.

3 years after closure of enquiry.

Secure disposal.

Ceremonial Events

The recording of ceremonial events and civic occasions. Includes visitor's book, photographs and weekly engagement list.

Electronic and paper.

Permanent.

Transfer to place of deposit or offer to Heritage Service for assessment for inclusion in the permanent collection, or Lancashire County Records after administrative use is concluded.

Ceremonial Events

The process of organising a ceremonial event or civic occasions.

Paper.

Permanent. Offer to Heritage Service for assessment for inclusion in the permanent collection, otherwise secure disposal.

Instruments of Government

Instruments of government for maintained schools.

Electronic.

Permanent (whilst school remains open). When school closes, offered to Heritage Service for assessment for inclusion in permanent record otherwise secure disposal.

Governing Board Membership

Records include governor contact details, pecuniary interest details, membership details and training records.

Electronic.

12 months after term of office completed or on resignation of governor.

Secure disposal.

Governing Board Records

All records maintained by the service including administration records.

Electronic.

Only retained during period of subscription to the service.

Secure disposal.

Governing Board and Committee Meetings

Copies of agendas and reports, and minutes and records of decisions made.

Electronic.

Whilst subscribing.

Return if requested or secure disposal.

Exclusions Meetings/School Complaints Hearings/School Staff Hearings and Appeals

Copies of agendas and reports, minutes and records of decisions (including outcome letters) for all record types.

Electronic and paper.

Paper copies - used for panel members during hearing then secure destruction immediately after the hearing completed.

Electronic copies - 6 years after date of hearing. Secure disposal.

Investigation Meetings

Transcript of interviews.

Electronic.

Until conclusion of case or in line with HR retention periods.

Return to school if requested otherwise secure disposal.

Property Purchase

Documents and records relating to the Council's purchase of property. May include pre-registration deeds, searches, enquiries before contract, contracts and correspondence.

Paper and electronic.

Retain until premises disposed of.

Review before disposal.

Secure disposal.

Local Government Act 1972.

Limitation Act 1980.

Sale of Property - Whole

Documents and records relating to the sale of whole of title and 'Right to Buy' (RTB) properties. May include pre-registration deeds, searches, enquiries before contract, contracts and correspondence.

Paper and electronic.

12 years.

Review before disposal.

Secure disposal.

Local Government Act 1972.

Limitation Act 1980.

Sale of Property - Part

Documents and records relating to the sale of part of title, except RTBs. May include pre-registration deeds, searches, enquiries before contract, contracts and correspondence.

Paper and electronic.

12 years after sale of part becomes sale of whole.

Review before disposal.

Secure disposal.

Local Government Act 1972.

Limitation Act 1980.

Compulsory Purchase Orders

Copies of orders made and related documentation. Vesting declarations (entered onto Deeds Register).

Paper and electronic.

6 years after completion of order.

Review before disposal.

Secure disposal.

Limitation Act 1980.

Transfer of Schools

Documents and records relating to transfer of schools to academies including Commercial Transfer Agreement and 125 year lease. May include pre-registration deeds and information about freehold title.

Paper and electronic.

6 years.

Review before disposal.

Secure disposal.

Limitation Act 1980.

Mortgages

Documents relating to the redemption of mortgages made by deed (under seal) or otherwise.

Paper and electronic.

Not under Seal - 6 years after redemption.

Under Seal - 12 years after redemption.

Secure disposal.

Local Government Act 1972.

Limitation Act 1980.

Deeds Register

Register containing details of all deeds and deed charges held by the Council.

Electronic.

Permanent record.

Information also place on Land Registry records.

Contracts - Under Seal

Documentation and final copy of contracts awarded 'Under Seal'.

Paper and electronic.

12 years from completion of works.

Secure disposal.

Local Government Act 1972.

Limitation Act 1980.

Contracts - Not Under Seal

Documentation and final copy of contracts awarded that are 'Not under Seal'.

Paper and electronic.

6 years from completion of works.

Secure disposal.

Local Government Act 1972.

Limitation Act 1980.

Agreements (Not Contracts)

Agreeing terms between organisations that are not included in, or do not form a contract.

Electronic.

Not under Seal - 6 years after termination of agreement.

Under Seal - 12 years after termination of agreement.

Secure disposal.

Section 38 Agreements

Documents relating to the bonds, surety or monetary deposit for highways provided by a developer that become maintainable at the public expense (formerly 'adopted highways').

Paper and electronic.

Legal files - 6 years.

Other files - up to 20 years.

Highways Act 1980.

Section 106 Agreements

Documents relating to planning obligations where a private agreement is made to make acceptable a development that would otherwise be unacceptable in planning terms.

Paper and electronic.

Legal files - 6 years.

Other files - up to 20 years.

Town & Country Planning Act 1990.

Grant of Easement and Wayleaves

Records for grant of easements e.g. right of access, or wayleave agreement e.g. permission to lay cables.

Paper and electronic.

Close of case + 6 years.

Review before disposal.

Secure disposal.

Limitation Act 1980.

Leases

Records for assignment, alterations, reviews, notices to quit and repossession.

Paper and electronic.

Not under Seal - 6 years from completion.

Under Seal - 12 years from completion.

Secure disposal.

Limitation Act 1980.

Company Formation

Company formation documents including application and registration at Companies House, details of director's.

Paper and electronic.

12 years.

Secure disposal.

Local Government Act 1972.

Limitation Act 1980.

Litigation Records

Records and documentation relating to managing, undertaking or defending for or against litigation on behalf of the local authority for Injunction proceedings; Injunctions under Town and Country Planning Act; Magistrates Court proceedings.

Paper and electronic.

6 years.

Secure disposal.

Limitation Act 1980.

Prosecution Records

Records and documentation relating to the prosecution or sanction of an individual or organisation for failing to comply with their legal responsibilities. Including prosecutions on behalf of client departments, prosecution of breached or orders or the review of orders.

Paper and electronic.

6 years.

Secure disposal.

Limitation Act 1980.

Education Related Matters

Records of legal involvement relating to non-school attendance, disputes, school or education contracts and general advice.

Paper and electronic.

6 years

Secure disposal.

Limitation Act 1980.

Claims Management

Records for the management and defence of claims made against the Council.

Paper and electronic.

LACHS - 15 years.

Adult claims - min 3 years and 4 months.

Child claims - min 21 years and 4 months.

Secure disposal for all.

Insurance Industry Requirement;

Limitations Act 1980.

Investigation, Inspection and Monitoring

Records for investigations, monitoring activity or inspection laws that are within the responsibility of the local authority.

Paper and electronic.

6 years.

Secure disposal.

Limitation Act 1980.

Licensing Matters

Copies of licensing advice and appeals on behalf of the local authority.

Paper and electronic.

6 years.

Secure disposal.

Limitation Act 1980.

Loans

Details of loan consents relating to loans made to others.

Electronic.

Date of last payment plus 12 years.

Secure disposal.

Limitation Act 1980.

Debt Recovery

Case files relating to debt recovery.

Paper and electronic.

6 years.

Secure disposal.

Limitation Act 1980.

Court of Protection

Case files relating to court of protection.

Paper and electronic.

6 years.

Secure disposal.

Limitation Act 1980.

Enforced Sale

Case files relating to enforced sale of property when recovering a registered land charge.

Paper and electronic.

6 years.

Secure disposal.

Limitation Act 1980.

Section 22 Charges

Specific information relating to Section 22 charges application and redemption in relation to provision of social services.

Electronic.

6 years after redemption.

Review before disposal.

Secure disposal.

Limitations Act 1980;

Health and Social Services and Social Security Adjudications Act 1983.

Judicial Review Cases

All documentation relating to Judicial Review cases involving the Council.

Paper and electronic.

Close of case plus 6 years.

Secure and confidential disclosure.

Limitation Act 1980.

General Advice and

General Client Files

The process of providing legal advice on a point of law.

Paper and electronic.

6 years.

Secure disposal.

Limitation Act 1980.

Bylaws

The process of making, administration and enforcement of local laws.

Paper and electronic.

12 years.

Secure disposal.

Local Government Act 1972.

Limitation Act 1980.

Practice Management

Personnel Records (return to work/ home working/sickness/hospital visits).

Paper and electronic.

Until employee leaves, or no longer required for operational purposes.

Secure disposal.

Practice Management

Office procedures manual and policies, Lexcel accreditation documentation.

Paper and electronic.

Until becomes superseded or no longer effective.

Secure disposal.

Foster Parents

Foster parent records (legal files only) including personal details.

Paper and electronic.

Retain until approval terminated plus 10 years (legal files only).

Foster Placements (Children) Regulations 1991.

Social Services Private Law

Case files and information relating to :-

• S7 reports to Court
• S37 reports to Court
• Other disclosure to court
• Special Guardianship Order applications
• Child Arrangement Order applications

Paper and electronic.

All 6 years.

Secure disposal.

Where applicable:

Children Act 1989.

Adoption and Children Act 2002.

Mental Capacity Act 2005.

Human Rights Act 1998.

Limitation Act 1980.

Social Services Public Law

Case files and information relating to :-

1. Emergency Protection Orders.
2. Child Assistance Orders.
3. Interim Care/Care Orders, including pre proceedings Public Law Outline work.
4. Recovery Orders.
5. Secure Accommodation Orders.
6. Placement Orders.
7. Adoption.
8. Discharge of Care Orders.
9. Revocations of Placement Orders.
10. Revocations of Freeing Orders.
11. Contact applications in respect of a child in care.
12. 20 CA 1989 accommodations.
13. Deprivations of Liberty (DoLs).
14. Pre proceedings Child Protection processes.
15. Disclosure applications to and from public law proceedings (e.g. to the police/other LAs).
16. Wardship.
17. Compliance with inter-jurisdictional recognition of orders (i.e. cross border recognition).

Paper and Electronic

1. 75 years from date of birth or 15 years from date of death.
2. 75 years from date of birth or 15 years from date of death.
3. 75 years from date of birth or 15 years from date of death.
4. 75 years from date of birth or 15 years from date of death.
5.  75 years from date of birth or 15 years from date of death.
6. 75 years from date of birth or 15 years from date of death.
7.  100 years post adoption date.
8. 75 years from date of birth or 15 years from date of death.
9.  75 years from date of birth or 15 years from date of death.
10. 75 years from date of birth or 15 years from date of death.
11. 75 years from date of birth or 15 years from date of death.
12. 75 years from date of birth or 15 years from date of death.
13. 75 years from date of birth or 15 years from date of death.
14.  6 years.
15. 6 years.
16. 75 years from date of birth or 15 years from date of death.
17.  6 years.

ALL - Secure disposal after review.

Where applicable:

Children Act 1989.

Mental Capacity Act 2005.

Human Rights Act 1998.

Limitation Act 1980.

Adoption and Children Act 2002.

Regulation of Investigatory Powers Act 2000 (RIPA) - Application Forms

Applications under RIPA.

Electronic and paper

Criminal Procedure and Investigations Act Code of Practice

Information Governance Polices and Procedures (Including Legislation Specific)

Policies and procedures, guidance, and template forms for IG Service.

Electronic.

Until superseded.

Deleted.

Information Governance Reports

Annual and ad-hoc reports for IG service.

Electronic.

1 year plus current year.

Secure disposal.

Information Audits/Registers

Information surveys, record audits and registry inspections.

Includes information asset register.

Electronic.

Until superseded or 2 years. Secure disposal.

Disposal Records

Disposal/destruction certificates.

Electronic.

3 years unless specified by legislation.

Secure disposal.

Information Sharing Agreements

Schedules of records shared/information sharing protocols and agreements.

Manual and electronic to 2016.

Electronic via online system from 2017.

Until end of agreement or, reviewed and superseded.

Secure disposal.

Corporate Retention Schedule

Schedule of information held and retention criteria.

Electronic.

Until superseded.

Deleted.

Statutory S45 Code of Practice.

Information Commissioner's Office (ICO) Notifications

Copy of notification/register entries and fee payment record. Certificates of registration.

Electronic.

Until superseded.

Secure disposal.

Value Added Tax Act 1997 Sch 11, Para 6 (For Payments).

Information Commissioner Complaints/Cases and Decisions

Copies of ICO correspondence relating to complaint or case, related documentation and Council response.

Copies of decision notices from ICO.

Electronic.

3 years from closure of complaint or issue of decision notice, except where individual complaints are subject to ICO investigation or a tribunal process (see Information tribunal matters retention).

Secure disposal.

Limitation Act 1980 where Tribunal.

Information Tribunal Matters

Copies of information tribunal cases; documentation, evidence, submissions, outcomes/judgements.

Electronic and paper.

6 years from date case completed. Review before disposal.

Secure disposal.

Limitations Act.

Request Logs (All):

• Freedom of Information Act 2000 (FOI);
• Environmental Information Regulations 2004 (EIR);
• Data Protection Act 1998 (S7, S29, S35) (DPA);
• CCTV;
• Third Party Disclosures including Police/CPS;
• CPR;
• Accessed to Deceased Records.

Spreadsheet records containing logging, tracking and monitoring of requests received for FOI/EIR/DPA and other associated requests/third party disclosures.

Includes access to deceased records requests.

Electronic.

Logs only - 10 years.

Secure disposal.

General Information Requests (FOI and EIR)

Documentation relating to requests submitted under Freedom of Information Act (FOI) and Environmental Information Regulations (EIR), and associated responses.

Electronic.

3 years except where individual requests are subject to ICO investigation or a tribunal process where retention will be extended to 6 years after a decision has been received.

Securely disposed of.

Limitation Act 1980 where Tribunal.

FOI Internal Reviews

Requests for internal reviews and all related documentation and outcome response.

Electronic.

3 years except where individual requests are subject to ICO investigation or a tribunal process where retention will be extended to 6 years after a decision has been received.

Securely disposed of.

Limitation Act 1980 where Tribunal.

FOI Publication Scheme

Information Commissioner's model scheme adopted.

Electronic (on website).

Until superseded.

Deleted.

Data Protection - Subject Access Requests

Data Protection Act 1998 (DPA) subject access request forms and proof of identification and address.

Responses and copies of data disclosed.

Electronic plus manual copies if appropriate.

3 years except where individual requests are subject to ICO investigation or a tribunal process where retention will be extended to 6 years after a decision has been received.

Secure disposal.

Limitation Act 1980 where Tribunal.

Data Protection Complaints

Records for complaints received in relation to DPA and investigation, outcome and responses.

Electronic (paper scanned in).

3 years except where individual requests are subject to ICO investigation or a tribunal process where retention will be extended to 6 years after a decision has been received.

Secure disposal.

Limitation Act 1980 where Tribunal.

CCTV Requests

Requests for disclosure of CCTV images (other than Data Protection subject access requests). Includes police, insurance and media requests for disclosure of CCTV.

Held electronically (scanned if received on paper).

3 years unless required for evidential purpose in legal or police proceedings, or where individual requests are subject to ICO investigation or a tribunal process where retention will be extended to 6 years after a decision has been received.

Securely disposed of.

Criminal Justice Act.

Regulation of Investigatory Powers Act.

Police and Criminal Evidence Act.

Law Enforcement Directive (EU)

Limitation Act 1980 where Retained for Tribunal or Proceedings.

Third Party Protocol/Police/CPS Disclosure Requests

Requests by police or CPS for disclosure of an individual's records including social care files, where disclosure is legislated for.

Electronic.

3 years except where individual requests are subject to ICO investigation or a tribunal process where retention will be extended to 6 years after a decision has been received.

Secure disposal.

Limitation Act 1980 where Retained for Proceedings.

Data Protection Advice

Advice given about data protection matters (Council or external customers).

Electronic.

1 year plus current year.

Secure disposal.

Access to Deceased Records Requests

Requests for access to a deceased persons records including proof of legal status documents for applicant.

Electronic.

3 years except where individual requests are subject to ICO investigation or a tribunal process where retention will be extended to 6 years after a decision has been received.

Secure disposal.

Limitation Act 1980 where Tribunal.

Records Management Guidance

Guidance, manuals and instructions on the management of records.

Intranet.

Until superseded.

Deleted.

Administrative Records

General administrative records, including routine correspondence relating to the provision of information management services.

Electronic and paper.

1 year unless contractual, then retention extended to end of contract.

Secure disposal.

Meetings/Groups

Copies of notes/minutes from meetings or groups in which IG Team members participate or lead. Including external groups or forums.

Electronic and paper.

Until no longer of effective or operational use.

Secure disposal.

Information Sharing Gateway

Copies of MOUs agreed.

• ISG Portal.
• ISG Governance Group.

Electronic.

Retain whilst participant in ISG or until superseded.

Secure disposal.

Limitation Act 1980.

Implementation of Information Legislation

Copies of project plans/work tasks/meeting notes and records relating to the implementation of information legislation or changes to existing legislation.

Electronic.

1 year after implementation or change completed.

Secure disposal.

On-Site Archive

Storage

Records relating to the use of on-site and off-site storage areas.

Electronic.

2 years.

Secure disposal.

Off-Site Archive Storage

Records relating to the transfer and retrieval of records from off-site storage.

Electronic.

2 years after records disposed of.

Secure disposal.