The Voter Identification Regulations 2022

Record of anonymous elector’s documents and electoral identity documents

20.—(1) A registration officer must keep a record of all anonymous elector’s documents and electoral identity documents issued by the registration officer (in this Chapter, “the record”).

(2) The registration officer must—

(a) as soon as reasonably practicable after issuing an anonymous elector’s document or electoral identity document in accordance with regulation 16, 29 or 30(3), make an entry in the record for that document;

(b) keep entries related to electoral identity documents in a separate part of the record from those related to anonymous elector’s documents.

(3) An entry made in accordance with paragraph (2)(a) must contain the following—

(a) the date of issue and the appropriate identifier of the document;

(b) the full name of the person to whom the document was issued;

(c) the address provided by the person in accordance with regulation 4(1)(b);

(d) any address provided by the person in accordance with regulation 4(1)(c);

(e) any indication given by the person in accordance with regulation 4(1)(f);

(f) any indication given by the person in accordance with regulation 4(1)(h);

(g) a copy of the person’s photograph provided in accordance with regulation 4(3);

(h) any email address or telephone number provided in accordance with regulation 4(4);

(i) in respect of an electoral identity document, the name of the local authority by which the registration officer is appointed;

(j) an indication of whether a temporary electoral identity document was also issued in accordance with regulation 18, and if so—

(i) the appropriate identifier of that temporary electoral identity document, and

(ii) the relevant date (which has the meaning given in regulation 18(4)(b)).

(4) Where—

(a) an anonymous elector’s document is issued in accordance with regulation 29 or 30(3), the reference in paragraph (3)(g) to a photograph provided in accordance with regulation 4(3) is to be read as a reference to the photograph contained in the issued document record entry for the anonymous elector’s document referred to in regulation 27(1)(a) or 30(1)(a) (as the case may be);

(b) an anonymous elector’s document is issued in accordance with regulation 29—

(i) the reference in paragraph (3)(c) to the address provided in accordance with regulation 4(1)(b) is to be read as a reference to the address referred to in regulation 29(4)(a)(ii)(cc);

(ii) the reference in paragraph (3)(d) to any address provided in accordance with regulation 4(1)(c) is to be read as a reference to an address referred to in regulation 29(4)(a)(ii)(aa) or (bb);

(iii) the reference in paragraph (3)(e) to regulation 4(1)(f) is to be read as a reference to regulation 28(d).

(5) The registration officer must—

(a) delete any information included in an entry in accordance with paragraph (3)(c) to (f) and (h) at the end of the first retention period for that entry;

(b) delete any information included in an entry in accordance with paragraph (3)(j) at the end of the second retention period for that entry;

(c) delete an entry from the record at the end of the third retention period for that entry.

(6) In paragraph (5), in relation to an entry in the record—

(a) “the first retention period” is the period beginning with the day on which the entry is made and ending—

(i) where the entry relates to an electoral identity document, ending with the day which is 28 working days after the date of issue for that document;

(ii) where the entry relates to an anonymous elector’s document, ending with the day which is 15 months after the date of issue for that document;

(b) “the second retention period” is the period beginning with the day on which the entry is made and ending on the second 1st July following the date of issue for the electoral identity document to which the entry relates;

(c) “the third retention period” is the period beginning with the day on which the entry is made and ending on the tenth 1st July following the date of issue for the anonymous elector’s document or electoral identity document to which the entry relates.

(7) In paragraph (6)(a)(i), “working day” means any day other than a Saturday, Sunday, Good Friday, Christmas Eve, Christmas Day or a bank holiday; and for these purposes “bank holiday” has the meaning given in regulation 14(7).