Document Retention Timescales for Registration Service

Information about our document retention timescales and how Kensington and Chelsea Registration Service processes your data in accordance with legal requirements.

Document Retention Timescales

Class of documentPeriod after which document is destroyed

Appointment forms of registration officers

1 year after retirement

Forms of appointment of authorised persons under the Marriage Act 1898 or the Marriage Act 19492 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 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
Forms of consent to marriages of minors1 year
Caveats against the grant of a superintendent registrar’s certificate or certificate and licence or Registrar General’s licence for marriage2 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

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

Certificates issued for purposes of certain other Acts of Parliament

2 years

Certificates of registration of births and still-births

2 years

Requisitions to persons liable to register who have failed to do so

1 year

Forms of report of death to coroner by registrar

1 year

Certificates for disposal

  1. before or after registration of death
  2. still-births
  3. no liability to register
5 years

Accounting books and records: Record and demand book

10 years 

Cash book, Paying-in book/slips, Receipt books, Registrar General’s certificate and direction

7 years 
Form of account2 years
Routine correspondence relating to appointment and conduct of officers2 years

Routine correspondence relating to registration of births, marriages and deaths, correction of errors, birth re-registrations not made (Forms LA1 and GRO 185 and copy documents), issue of certificates under certain Acts of Parliament, irregular burials

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 abroad3 years
Routine correspondence relating to accounting transactions, charges, receipts2 years
Other correspondence3 years

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
Citizenship Cover Notes2 years
Email and general written correspondence1 year
Appointment and ceremony booking customer data1 year after delivery of service
Civil registration data for deaths, births, still-births, notices of marriage and civil partnership, marriages and civil partnership including indices and associated legal administration, mechanisms and documentationIndefinitely on legal obligation

Last updated: 11 August 2020