Document Retention Schedule for Electoral Services

Canvass Register (record of visits by a canvasser for door knock exercise)

Retention Period: 12 months
Destruction Policy: To be confidentially disposed of once time limit reached by election staff

Household Enquiry Forms (HEFs)

Retention Period: 12 months
Destruction Policy: To be confidentially disposed of once time limit reached by election staff

Voter Registration Forms (ITRs)

Retention Period: Retain hard copies after application determined for 12 months. Electronic copies to have NiNos redacted no later than 13 months after application determined
Destruction Policy: Hard copies -to be confidentially disposed of by election staff on a weekly basis. NiNos to be redacted by election staff once time limit reached

Voter Authority Certificate (VAC)

Retention Period: Data will be kept for up to 10 years. Electors are expected to renew their VAC after that period
Destruction Policy: To be confidentially disposed of once time limit reached by election staff

Electoral Register

Retention Period: 5 years

Current year

• For use at any election held in the current year

• For public inspection during life of register

Past years

• To check eligibility of Overseas voter Applications.

Destruction Policy: To be confidentially disposed of once time limit reached

Absent Vote Applications/PI Collection Notices/Signature Waiver Applications (for a particular election)

Retention Period: 1 year from date of receipt, even although scanned, to allow time for potential fraud investigations/ court cases to be heard
Destruction Policy: To be confidentially disposed of once time limit reached

Absent Voter Applications/PI Collection Notices/Signature Waiver Applications (for a set period)

Retention Period: For the duration of the set period and up to 1 year following – a set period means from/ to a date and thereafter they are cancelled. Retention is to allow time for potential fraud
Destruction Policy: To be confidentially disposed of once time limit reached

Absent Voter applications – any cancelled / deleted applications

Retention Period: Hold for 1 year after deletion/cancellation
Destruction Policy: To be confidentially disposed of once time limit reached

Absent Voter Applications/Collection Notices/Signature Waiver Applications (for an indefinite period)

Retention Period: To be disposed of once absent voter moves address or asks for cancellation then hold for a year – other than that we will retain
Destruction Policy: To be confidentially disposed of once time limit reached

Special Declaration Elector Applications – Service Voters

Retention Period: Whilst in force – 5 years
Destruction Policy: To be confidentially disposed of once time limit reached

Special Declaration Elector Applications – Overseas Voters

Retention Period: Whilst in force- 15 years subject to yearly declaration renewal
Destruction Policy: To be confidentially disposed of once time limit reached by specified admin staff as registration can be renewed annually for another 12month period

Special Declaration Elector Applications- Declaration of local connection (Homeless, Mental patients and Remand prisoners) and Service voters Crown Servants, British Council employees and their spouses)

Retention Period: 12 months unless declaration is renewed annually
Destruction Policy: To be confidentially disposed of once time limit reached by specified admin staff as registration can be renewed annually for another 12 month period

Anonymous Registration Applications (strictly secure)

Registration lasts for 12 months from the day the anonymous entry is first made in the register ( the date of the notice of alteration)

Applications can be removed earlier by cancellation from the elector or a review of registration

Retention Period: Indefinite as along as application is renewed annually, since original application will contain the attestation or may have ‘evidence’ attached

Renewals must contain the same level of evidence as original applications. The ERO should undertake a Data protection impact assessment (DPIA) for anonymous registrations since it relates to personal safety

Destruction Policy: To be confidentially disposed of once time limit reached by specified admin staff as registration can be renewed annually for another 12 month period

Disposal of Election Documents

E.g. Local Government and Parliamentary Elections

Retention Period: 12 months
Destruction Policy: Statutory period – To be confidentially disposed of once time limit reached

Returns and Declarations as to Election Expenses

Retention Period: 24 months
Destruction Policy: Statutory period – To be confidentially disposed of once time limit reached