Renfrewshire Valuation Joint Board
Record Retention Schedule
Electoral Registration
Record Description
Annual Canvass forms
Rolling Registration forms
How stored
Paper & Data
(Scan)
Paper (scan)
Current Absent voter forms
Non current absent voter forms
Unsuccessful absent voter forms
Absent Voting Lists
Paper (scan)
Paper
Paper
Paper / Data
Death Certificates
Anonymous Registration
Applications
Tenancy changes lists
Council Tax non-return list
(R
& Q Job)
Qualifiers report
R.O.P. questionnaire
Sales
Declaration of local connection
Declaration of local connection
Overseas elector form
Crown Servants form
European Parliamentary elector
form
Paper
Paper
Retention
Last form received for property
Paper
Paper / Data
Last form if no canvass form. destroy when
canvass form received
Until expired or elector deleted
3 months after next election
3 months
Destroy paper in 3 months keep data until after
next election
keep until after receipt of canvass form
Until expired or elector deleted ( maximum 5
years)
Keep until after canvass
Keep until new list received
Paper
Paper
Data
Paper
Paper
Paper
Paper
Paper
Keep until new list received
Keep until receipt of new canvass form
Indefinitely
When expired keep until next canvass
When expired keep until next canvass
When expired keep until next canvass
When expired keep until next canvass
When expired keep until next canvass
How disposed of
Securely Destroy / Remove
from system
Securely Destroy
Securely Destroy
Securely Destroy
Securely Destroy
Securely Destroy / Remove
from system
Securely Destroy
Securely Destroy
Securely Destroy
Securely Destroy / Remove
from system
Securely Destroy
Securely Destroy
Securely Destroy
Securely Destroy
Securely Destroy
Securely Destroy
Securely Destroy
Record Description
Service declaration
Full register of electors
Edited register of electors
Z Register of electors
Request forms for supply of
register
Rolling Registration Inf. From
other E.R.O.’s
Cumulo lists
How stored
Paper
Paper / Data
Data
Data
Paper / Data
Retention
When expired keep until next canvass
15 Years
15 Years
15 Years
Current year
How disposed of
Securely Destroy
Offer to Archivist
Offer to Archivist
Offer to Archivist
Securely Destroy
Paper
Current destroy after canvass
Securely Destroy
Paper / Data
Deletions Per. Reg.34
Housing Benefit & Council Tax
Inf.
Education list of attainers
Data
Data
Paper keep till after canvass
Data keep 15 years
Keep until next canvass
Keep until next list
Securely Destroy / Remove
from system
Remove from system
Remove from system
Paper / Data
Keep until next list
Letters received
Paper / Data
Depending on content
Reply to letters received
Paper / Data
Depending on content
Boundary Changes
Maps showing boundaries
Election Information
Paper
Paper
Paper / Data
Destroy when superseded
Destroy when superseded
Keep until next election
Stats. Showing number of
electors
Stats. Canvass returns
Paper / Data
5 Years
Paper / Data
5 Years
Regeneration / Demolished lists
Paper
Keep until next list
Securely Destroy / Remove
from system
Securely Destroy / Remove
from system
Securely Destroy / Remove
from system
Offer to Archivist
Offer to Archivist
Securely Destroy / Remove
from system
Securely Destroy / Remove
from system
Securely Destroy / Remove
from system
Securely Destroy
Renfrewshire Valuation Joint Board
Non Domestic rating
Record Description
Owners Declarations
How stored
Paper (scan)
Retention
Keep until new one received
Rent Questionnaires
Data
Review Questionnaires
Data
Copy of Lease
Paper / Data
Appeal Letters
Reply to appeal letters
Court Lists
Revaluation - return of information
forms
Turnovers copy of accounts
Paper
Paper
Paper / Data
Paper
Return of building cost information
Paper
Valuation roll
Paper / Data
Letters received
Paper / Data
Hold current, hold when inf. Relevant to any
valuation
Hold current, hold when inf. Relevant to any
valuation
Hold current, hold when inf. Relevant to any
valuation
Current 5 year cycle + 1 year
Current 5 year cycle + 1 year
Current 5 year cycle + 1 year
Hold current, hold when inf. Relevant to any
valuation
Hold current, hold when inf. Relevant to any
valuation
Hold current, hold when inf. Relevant to any
valuation
1st Apr. At start of Reval. & 31st Mar. At end
of Reval
Depending on content
Reply to letters received
Paper / Data
Depending on content
Rating Appeals
Building Warrants
Completion certificate minutes
Paper
Paper (scan)
Paper
Current 5 year cycle + 1 year
5 Years
5 Years
Paper
How disposed of
Securely Destroy /
Remove from system
Remove from system
Remove from system
Securely Destroy /
Remove from system
Securely Destroy
Securely Destroy
Securely Destroy
Securely Destroy /
Remove from system
Securely Destroy /
Remove from system
Securely Destroy /
Remove from system
Remove from system
Offer to Archivist
Securely Destroy /
Remove from system
Securely Destroy /
Remove from system
Securely Destroy
Securely Destroy
Securely Destroy
Record Description
Workload manager lists
Recording Transcripts & minutes of
appeals
Valuation Appeal Committee
Decisions
Lands Tribunal Decisions
Comparison Sheets
How stored
Paper
Tape & paper
Retention
Destroy when used
Keep until length of time for appeal expired
Data Base
Indefinite
Data Base
Data base
Indefinite
Indefinite
How disposed of
Securely Destroy
Securely Destroy
Renfrewshire Valuation Joint Board
Council Tax
Record Description
Proposals / Appeals
Reply to appeal letters
How stored
Paper
Paper / Data
Retention
Indefinite while list is current + 5 years
Indefinite while list is current + 5 years
Pro.Forma - New houses
Valuation lists
Court Lists
Paper
Paper / Data
Paper
Letters received
Paper
Current year +1 Year
Replace with latest
Scan & archive PDF by date type decisions
on
Depending on content
Reply to letters received
Paper
Depending on content
Regeneration / Demolished lists
Valuation Appeal Committee
Decisions
Completion Certificates
Plans / Drawings
Photographs
Comparison Sheets
House Survey Sheets
Sales Analysis
Standard type
Paper
Create data
base
Paper
Paper
Paper / Data
Data base
Paper (scan)
Paper / Data
Data base
Keep current list
Indefinite
5 Years
Permanent while live
Permanent while live
Permanent (Review)
Permanent
Permanent
Permanent
How disposed of
Securely Destroy
Securely Destroy / Remove
from system
Securely Destroy
Offer to Archivist
Archive
Securely Destroy / Remove
from system
Securely Destroy / Remove
from system
Securely Destroy
Securely Destroy
Offer to Archivist
Offer to Archivist
Renfrewshire Valuation Joint Board
Others
Record Description
Board Policies
How stored
Data
Current + 5 years
Retention
Board Minutes
Health & Safety Committee
Minutes
Council Minutes
Data
Data
Permanent
Permanent
Minutes of other meetings
Purchase Orders
Quotes from Suppliers
Invoices
Budget Information
Salary Information
Petty Cash receipts & books
Overtime Sheets
Travel & Subsistence claims
Complaint Files
Scan planning
applications
Data
Paper / Data
Paper / Data
Paper / Data
Paper / Data
Paper / Data
Paper
Paper
Paper
Data base
Retain 1 year if paper longer if electronic review
annually
Review annually
Current financial year + 5 years
Current financial year + 5 years
Current financial year + 5 years
Current financial year + 5 years
Current financial year + 5 years
Current financial year + 5 years
Current financial year + 1 year
Current financial year + 1 year
Review annually
Attendance Records
Leave Applications
Paper
Data
Guidance period of employment plus 6 years
Current + 1 year
Flexi Applications
Data
Current + 1 year
Flexi Recording Sheets
Personnel Files
Establishment Lists & Information
Paper / Data
Paper
Data
Guidance period of employment plus 6 years
Guidance period of employment plus 6 years
Current + 1 year
How disposed of
Securely Destroy /
Remove from system
Archive after 5 years
Archive after 5 years
Securely Destroy /
Remove from system
Securely Destroy
Securely Destroy
Securely Destroy
Securely Destroy
Securely Destroy
Securely Destroy
Securely Destroy
Securely Destroy
Securely Destroy /
Remove from system
Securely Destroy
Securely Destroy /
Remove from system
Securely Destroy /
Remove from system
Securely Destroy
Securely Destroy
Securely Destroy
Record Description
Performance management data
CCTV footage
Application forms
Successful/unsuccessful
How stored
Paper / Data
Tape
Paper
Retention
How disposed of
Securely Destroy
Securely Destroy
Securely Destroy
Mail flow - all mail received &
scanned
Training Questionnaires &
information
Sales of Council Tax, Val .Roll &
Electoral Register
Street Index
Street index Source documents &
Audit Reports
Books & Publications
Inventory
Data
(K.P.I.’s) 5 years
14 days
Successful retain unsuccessful 6 months (unless
complaint hold for 6 months after resolution of
complaint.)
Archive after 2 years
Data base
Destroy questionnaires after logged
Securely Destroy
Paper / Data
Current financial year + 5 years
Paper
Paper
Archive with register
Current until new index printed
Securely Destroy /
Remove from system
Archive
Securely Destroy /
Remove from system
Paper
Data
Permanent
Current financial year + 2 years
Accident reporting
Telephone calls list
Paper
Paper
5 years
Current financial year + 1 year
Customer satisfaction forms
Data base
Destroy originals
Display Screen Assessment
Paper
Keep till replacement
Archive
Securely Destroy /
Remove from system
Securely Destroy
Securely Destroy /
Remove from system
Securely Destroy /
Remove from system
Securely Destroy /
Remove from system