Records retention schedule - appendix 12

This schedule outlines the minimum period that we must retain official documents before they can be securely destroyed.

Key retention periods by document type

Appointments and authorisations

Document	Retention period
Appointment forms of registration officers	1 year after retirement
Forms of appointment of authorised persons under the Marriage Act 1898 or the Marriage Act 1949	2 years after leaving office

Births, deaths and marriages

Document	Retention period
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
Marriage notices	5 years
Forms of consent to marriages of minors	1 year
Caveats against the grant of a superintendent registrar’s certificate or certificate and licence or Registrar General’s licence for marriage	2 years
Superintendent registrar’s certificates and certificates and licences for marriage	2 years from date of marriage
Notifications of the issue of the Registrar General’s licence for marriage and Registrar General’s licences for marriage	2 years from date of marriage

Medical and disposal records

Document	Retention period
Books recording 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
Certificates for disposal (all types)	5 years

Requisitions and certificates

Document	Retention period
Requisitions for certificates of birth, marriage or death issued under certain acts of parliament for the purpose of those acts	2 years
Requisitions for certificates issued for the purposes of the 1st Schedule to the Industrial Assurance and Friendly Societies Act 1948 and the 5th Schedule to the Friendly Societies Act 1974	6 years
Counterfoils of certificates and forms: (a) Standard certificates of birth, marriage (b) Certificates issued for the purposes of the 1st Schedule to the Industrial Assurance and Friendly Societies Act 1948 and the 5th Schedule to the Friendly Societies Act 1974 (c) Certificates issued for the purpose of the provisions of the Friendly Societies Acts relating to a payment on the death of a child under the age of ten (d) Certificates issued for purposes of certain other acts of parliament (e) Certificates of registration of births and still-births (f) Requisitions to persons liable to register who have failed to do so (g) Forms of report of death to coroner by registrar (h) Certificates for disposal (1) before or after registration of death (2) still-births (3) no liability to register	(a) 2 years (but retained further if they have not been subject to scrutiny during a stock audit by GRO) (b) 6 years (c) 3 years (d) 2 years (e) 2 years (but retained further if they have not been subject to scrutiny during a stock audit by GRO) (f) 1 year (g) 1 year (h1) 5 years (h2) 5 years (h3) 5 years

Document

Retention period

Requisitions for certificates of birth, marriage
or death issued under certain acts of
parliament for the purpose of those acts

2 years

Requisitions for certificates issued for the
purposes of the 1st Schedule to the Industrial
Assurance and Friendly Societies Act 1948
and the 5th Schedule to the Friendly Societies
Act 1974

6 years

Counterfoils of certificates and forms:

(a) Standard certificates of birth, marriage

(b) Certificates issued for the purposes of the
1st Schedule to the Industrial Assurance
and Friendly Societies Act 1948 and the
5th Schedule to the Friendly Societies Act
1974

(c) Certificates issued for the purpose of the
provisions of the Friendly Societies Acts
relating to a payment on the death of a
child under the age of ten

(d) Certificates issued for purposes of certain
other acts of parliament

(e) Certificates of registration of births and
still-births

(f) Requisitions to persons liable to register
who have failed to do so

(g) Forms of report of death to coroner by
registrar

(h) Certificates for disposal
(1) before or after registration of death
(2) still-births
(3) no liability to register

(a) 2 years (but retained further if they
have not been subject to scrutiny
during a stock audit by GRO)

(b) 6 years

(d) 2 years

(e) 2 years (but retained further if they
have not been subject to scrutiny
during a stock audit by GRO)

(f) 1 year

(g) 1 year

(h1) 5 years

(h2) 5 years

(h3) 5 years

Accounting records

Document	Retention period
Record and demand book	10 years
Cash book, paying-in slips, receipt books	7 years
Registrar General’s certificate and direction	7 years
Office copy of account form	2 years

Routine correspondence

Document	Retention period
Officer appointments and conduct	2 years
Relating to registration of births, marriages and deaths, correction of errors, birth reregistrations not made (Forms LA1 and GRO 185 and copy documents), issue of certificates under certain Acts of Parliament, irregular burials	3 years
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
Relating to accounting transactions, charges, receipts	2 years
Other correspondence	3 years

Statutory declarations

Document	Retention period
Statutory declaration regarding the loss or destruction of a certificate issued under the Industrial Assurance and Friendly Societies Act 1948 and the Friendly Societies Act 1974	6 years

Need more information?

For questions about document retention or secure disposal please contact:

Information Governance Team
Hartlepool Borough Council
Civic Centre, Victoria Road
Hartlepool, TS24 8AY

freedomofinformation@hartlepool.gov.uk