DOCUMENT RETENTION SCHEDULE: Elections REF NO. DESCRIPTION RECORD TYPE RETENTION PERIOD ACTION AT END OF RETENTION PERIOD RETENTION JUSTIFICATION CONTAINS PERSONAL INFORMATION EL1 Electoral Registration (paper) Invitations to Register Household Enquiry Forms Query, evidence and attestation registration forms with supporting evidence such as driving licences, passports, Change of name forms with supporting marriage certificates and deed polls Change of nationality with supporting certificate of naturalisation Open register change requests Anonymous applications and declaration renewals Armed forces applications and declaration renewals Crown Servant or British Council employee applications and declaration renewals No Fixed Address applications and declaration renewals Overseas applications and declaration renewals 2 months Secure disposal To allow for scanning, processing and checking for the purposes of elector verification. Yes
EL3 IER DS Download Application Image Image of the online registration (national insurance number redacted) Duration of the electors registration Secure disposal To allow for queries and verification of a registration Yes EL4 Absent vote applications (paper) Postal vote applications Proxy vote applications Emergency or postal proxy applications Waiver declarations Signature Refresh notices 12 months Secure disposal To allow for scanning, process, checking, queries and any necessary corrections to the application Yes EL5 Absent vote applications (electronic) Postal vote applications Proxy vote applications Emergency or postal proxy applications Waiver declarations Signature Refresh notices Until such time as the absent vote is cancelled or expires Secure disposal For the purposes of verification of personal identifiers (date of birth & signature) for absent voting and allow for accurate administration of absent voting arrangements. Yes
EL6 Electoral register Incorporating full register, open register, overseas lists, elector document and change historic records (electronic) Historical electoral registers (paper) 15 years + current Retained indefinitely at Gloucestershire Archives Secure disposal Secure disposal To allow for the verification of applications to register by overseas electors and statistical purposes Hard copies of published registers Yes Yes EL7 Notice of Verification Number and Publication of Notice of Verification Number Paper display copy of notice Electronic copy of notice 14 months 3 years Secure disposal Secure disposal The Local Authority (Referendums) (Petitions & Directions) (England) Regulations 2000 – for publication of the following years number. Historical reference No No
EL8 Elections (all) Candidate nomination paper Declaration by candidate of election expenses Declaration by candidates agents of election expenses Police and Crime Commissioner & Parliamentary candidate home address forms Election notices ( Notice of Uncontested Election, Notice of Election, Statement of Persons Nominated, Notice of Election Agent, Notice of Poll and situation of polling stations, declaration of result) From polling stations 1 year after date of receipt 2 years after date of receipt 2 years after date of receipt 21 days after publication of Statement of Persons Nominated Once election petition deadline has passed Secure disposal Secure disposal Secure disposal Secure disposal Secure disposal Representation of the People Act 1983, Schedule 1 Representation of the People Act 1983, Schedule 1 Representation of the People Act 1983, Schedule 1 Representation of the People Act 1983, Schedule 1 Representation of the People Act 1983, Schedule 1 Yes Yes Yes Yes Yes
stored as: counted ballot papers, rejected ballot papers, unused ballot papers (ordinary and tendered) and spoilt ballot papers, Ballot paper accounts, The verification of the result, The statement as to postal ballot papers and the list of postal votes that have failed the identifier checks. EL9 General correspondence and complaints Emails Hard copy of correspondences 12 months after receipt is there is no further action Secure disposal To allow for any potential follow up queries Yes EL10 Electoral Commission expenses return Expenses return form of breakdown of the cost of elections 1 Election cycle +1 year Secure disposal To allow for submission queries and future reference relating to expenditure Yes