Retention schedule

Staffordshire County Council is required by the Lord Chancellor’s Code of Practice on the Management of Records issued under Section 46 of the Freedom of Information Act 2000 to have and to implement a records retention and disposal schedule.

Contents

Retention and disposal policies - Democracy

Civic offices support

  • Retention: Retain records 6 years after date created
  • Disposal: Destroy
  • Authority: Local Government (Access to Information) Act 1985 s.50c
  • Scope: Provision of support to the Chair and Vice Chair in relation to their civic functions Including: Events arrangement, event attendance administration, civic gift giving and receiving, civic exchanges administration

Decision-making

  • Retention: Retain records 6 years after date created
  • Disposal: Transfer signed master copies to SRO / Destroy duplicate and reference copies
  • Authority: Local Government (Access to Information) Act 1985 s.50c   / The Local Authorities (Referendums)(Petitions)(England) Regulations 2011 s.12
  • Scope: Management, administration and support for the democratic decision-making process including administration and support for Council and Cabinet, administration, support for scrutiny and overview function, administration of submission of reports and responses, administration of membership of committees and working groups, recording of appointments to external bodies and petition processing  Excluding support for individual Members

Electoral system support

  • Retention: Retain records 1 year after date created
  • Disposal: Destroy
  • Authority: Based on a 1-year timescale in which an action can be brought under the Representation of the People Act 1983 s.76
  • Scope: Provision of support for the county electoral system including provision of electoral process advice, appointment of returning officers and verification of electoral expenses

Member support

  • Retention: Retain records 6 years after date created
  • Disposal: Destroy
  • Authority: SCC business need
  • Scope: Provision of support to Members Including processing of member requests for information, advice and research, maintenance of member information