Service Area Purpose / Use Retention Action Statutory Example of Records / Format To check application Representation To check eligibility of details and record of the People - Application to Vote by Post, Proxy or Overseas Voter electors’ personal Permanent Acts 1983 and Postal Proxy applications identifiers (signature and 1985 date of birth) Electoral - Absent Signature Refresh Administration Form To check application Act 2006 Absent Vote Application details and record Stored electronically Form and Absent Voter electors’ personal for life of application Electoral Signature Refresh Forms identifiers (signature and - Absent Signature Refresh Administration date of birth) Form Act 2006 Political Parties Papers Corporate Recording of Signed For Common - Sheets giving details of tracking Destroy after 2 years Mail Practice number and name of recipients Complaints Against Member’s Code of Conduct Original complaint form Reports and Complaints received and associated published Decision against Members’ Code correspondence to keep Notices to be kept of Conduct under Common - for Elected Members for 6 in - Correspondence standards framework Practice forms term of office and then accordance with (Localism Act 2011) and destroy both hard copy 2014 Openness Council’s arrangements’ and electronic copy Regulations
Service Area Purpose / Use Retention Action Statutory Example of Records / Format To check eligibility of Overseas Voter applications To check application details and record electors’ personal identifiers (signature and date of birth) Permanent Representation of the People Acts 1983 and 1985 - Application to Vote by Post, Proxy or Postal Proxy Absent Vote Application Form and Absent Voter Signature Refresh Forms To check application details and record electors’ personal identifiers (signature and date of birth) Stored electronically for life of application Electoral Administration Act 2006 - Absent Signature Refresh Form Electoral Administration Act 2006 - Absent Signature Refresh Form Political Parties Papers Corporate Recording of Signed For Mail Destroy after 2 years Common Practice - Sheets giving details of tracking number and name of recipients Complaints Against Member’s Code of Conduct Complaints received against Members’ Code of Conduct under standards framework (Localism Act 2011) and Council’s arrangements’ Original complaint form and associated correspondence to keep for Elected Members term of office and then destroy both hard copy and electronic copy Reports and published Decision Notices to be kept for 6 in accordance with 2014 Openness Regulations Common Practice - forms - Correspondence