Document retention and schedule - Salford Register Office

Minimum period of preservation of official documents – General Register Office

Document type Period after which document may be destroyed
Appointment forms of registration officers 1 year after retirement
Forms for appointment of authorised persons under the Marriage Act 1898 or the Marriage Act 1949 2 years after vacation of office
Registrar General’s authorities for registration after 12 months in accordance with sections 7 and 21 of the Births and Deaths Registration Act 1953 2 years
Books recording the issue of books and forms of medical certificates Form 17 5 years after last entry
Notifications of disposals of bodies of deceased persons 5 years
Declarations made by applicants for certificates for disposal (no liability to register) 5 years
Marriage notices 5 years
Forms of consent to marriages of minors 1 year
Caveats against the grant of a superintendent registrar’s certificate or Registrar General’s licence for marriage 2 years
Superintendent Registrar’s certificates for marriage 2 years from the date of the marriage
Notifications of  the issue of the Registrar General’s licence for marriage and Registrar General’s licences for marriage 2 years from the date of the marriage
Requisitions for certificates of birth, marriage or death issued under certain Acts of Parliament for the purpose of those Acts 2 years
Counter foils of certificates and forms: Standard certificates of birth, marriage, death and still-birth 2 years
Counterfoils of certificates and forms: Certificates of registration of births and still births 2 years
Counterfoils of certificates and forms: Requisitions to persons liable to register who have failed to do so 1 year
Counterfoils of certificates and forms: Forms of report of death to coroner by registrar 1 year
Counterfoils of certificates and forms: Certificates for disposal before or after registration of death Certificates for disposal of still-births Certificates for disposal of no liability to register 5 years
Routine correspondence relating to appointment and conduct of officers 2 years
Routine correspondence relating to registration of births, marriages and deaths, correction of errors, birth re registrations not made (Forms LA1 and GRO185 and copy documents), 3 years
Routine correspondence relating to false information given to registration officers, falsification and forgery of certificates of birth, marriage or death, marriage of foreigners and persons divorced abroad 3 years
Other GRO correspondence 3 years
British Citizenship Ceremony Cover Note 2 years

Minimum period of preservation of official documents – local authority

Document type Period after which document may be destroyed
Nationality Checking Service authorisation 6 years
Applications for certificates (All types) 6 months
Routine correspondence 1 year
Receipts attached to applications 6 months
Duplicate receipts On receipt of counterfoil from bank confirming monies banked
Credit information relating to card payments On immediate confirmation of transaction completed
X and Z reports (where money balanced) On receipt of counterfoil from bank confirming monies banked
X and Z reports where discrepancies occur 12 months
Stock order and stock check forms 2 years
Spoilt certificates 3 months from date of spoilt certificate
Paying in Books 5 years

Data information retention and security checks

Process Schedule of checks/destruction
Spoils Reports and checks Monthly – Destroy after Audit inspection
Stock check and record Monthly
Certificates in use Daily
Counterfoils check After completion of book
Spot checks – accounting and banking Weekly – Destroy after Audit Inspection
RON Security Access Monthly
ICT data and deletion 6 months
Key safe security codes 6 months
EPOS password change 3 months

   

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