Document Retention Schedule for Electoral Registration Item Delete Paper Delete Electronic Comment Contains personal data Acknowledgement N/A When verified yes letter Completed ITR When elector When elector Electronic version is part Yes – verified removed from of audit trail that including register or moves documents the elector’s sensitive house. registration history and personal may be required for data reference if details disputed in future Confirmation letter N/A 1 year after After one year the elector Yes registration will have been subjected to an annual canvass. Request for N/A When elector Yes evidence letter verified Evidence supplied When verified Not scanned Yes – – in support of an copies disposed internally. If can application of in secure provided by email include waste. Originals then email will be sensitive are returned to deleted when personal owner by content noted data recorded delivery. Inspection of other Any information Electronic records Yes – council records or supplied in paper will be retained can information form will be until the elector include obtained under recorded on the moves as they sensitive power to require electoral form part of the personal its provision for the management audit trail of how data purpose of system and the the elector was maintaining the original disposed verified electoral register of as secure waste Completed HEF After publication Yes of relevant register Electronic HEF - When new HEF Yes received from same property. Postal vote When postal vote When postal vote Original applications are Yes application cancelled or cancelled or retained refresh as elector moves elector moves there is no requirement to provide a DOB on a Postal vote refresh When postal vote When postal vote Yes letter cancelled, when cancelled, when refresh letter. The original form is, therefore, the only elector moves or elector moves or record of the originally when replaced by when replaced by new refresh letter new refresh letter submitted DOB against which we may need to or postal vote is or postal vote is deleted because deleted because check any rejection. elector fails to elector fails to respond to respond to refresh request refresh request
Document Retention Schedule for Electoral Registration Item Delete Paper Delete Electronic Comment Contains personal data Acknowledgement letter N/A When verified yes Completed ITR When elector verified When elector removed from register or moves house. Electronic version is part of audit trail that documents the elector’s registration history and may be required for reference if details disputed in future Yes – including sensitive personal data Confirmation letter N/A 1 year after registration After one year the elector will have been subjected to an annual canvass. Yes Request for evidence letter N/A When elector verified Yes Evidence supplied in support of an application When verified – copies disposed of in secure waste. Originals are returned to owner by recorded delivery. Not scanned internally. If provided by email then email will be deleted when content noted Yes – can include sensitive personal data Inspection of other council records or information obtained under power to require its provision for the purpose of maintaining the electoral register Any information supplied in paper form will be recorded on the electoral management system and the original disposed of as secure waste Electronic records will be retained until the elector moves as they form part of the audit trail of how the elector was verified Yes – can include sensitive personal data Completed HEF After publication of relevant register Yes Electronic HEF - When new HEF received from same property. Yes Postal vote application When postal vote cancelled or elector moves When postal vote cancelled or elector moves Original applications are retained refresh as there is no requirement to provide a DOB on a refresh letter. The original form is, therefore, the only record of the originally submitted DOB against which we may need to check any rejection. Yes Postal vote refresh letter When postal vote cancelled, when elector moves or when replaced by new refresh letter or postal vote is deleted because elector fails to respond to refresh request When postal vote cancelled, when elector moves or when replaced by new refresh letter or postal vote is deleted because elector fails to respond to refresh request Yes
Document_Retention_Schedule_for_Electoral_Registration.docx