2 E-bulletin Retained until E-mail address Sign-up unsubscribed 3 Conference/ Reviewed not more Used to refer back Delegates details Fora Data than 3 months after to as required for Contracts (venues) the Conference. future events. Communication with Retained last two speakers years to inform current conference. Programmes Delete any personal Marketing/Communication delegate data not Plans more than 3 months after event. Evaluation Summary Programmes - retained in perpetuity (SWFed Archive) 4 Constitutional Retain in perpetuity MA&A (current and (SWFed Archive) previous) Standing Rules & Regulations (current and previous) Companies House Registration? AGM Agenda & Minutes EGM Agenda and Minutes 5 Accounts Current and 7 years. Annual Audited Accounts Management Accounts 6 Employees Review and Contracts destroyed after 2 year Correspondence of contract ending 7 Photographs Reviewed every two Audiences notified Photos of events years and archive in and given option to Misc Photos for publicity perpetuity/destroy decline. photos no longer required. 8 News Retained in perpetuity SWFed Newsletter (SWFed Archive)
2 E-bulletin Sign-up Retained until unsubscribed E-mail address 3 Conference/ Fora Data Reviewed not more than 3 months after the Conference. Retained last two years to inform current conference. Delete any personal delegate data not more than 3 months after event. Programmes - retained in perpetuity (SWFed Archive) Delegates details Contracts (venues) Communication with speakers Programmes Marketing/Communication Plans Evaluation Summary Used to refer back to as required for future events. 4 Constitutional Retain in perpetuity (SWFed Archive) MA&A (current and previous) Standing Rules & Regulations (current and previous) Companies House Registration? AGM Agenda & Minutes EGM Agenda and Minutes 5 Accounts Current and 7 years. Annual Audited Accounts Management Accounts 6 Employees Review and destroyed after 2 year of contract ending Contracts Correspondence 7 Photographs Reviewed every two years and archive in perpetuity/destroy photos no longer required. Photos of events Misc Photos for publicity Audiences notified and given option to decline. 8 News Retained in perpetuity (SWFed Archive) SWFed Newsletter