Appendix 2 EU Funding Programme Document Management and Retention Policy Functional Description Retention Action Example of Records Format Notes Responsible Officer European Regional Development Fund (ERDF) for 2014-2020 Projects Core documents Common Practice The process that The retention period Electronic or Hard Contract Manager Local for each project is Copy stored requires the ERDF related Refer to the current unique and is securely Authority as the Grant documentation including Union dependent on the date ‘European – Recipient in the ERDF work carried out during European Structural at which the final claim Documents can Funding Agreement to the development, pre and Investments - is submitted. either be held as maintain records and application, application, England European originals or procurement, evidence to show that Regional Retain for a minimum certified true contracting and during the expenditure in Development Fund of 2 years after the copies of the and after the project claims complies with Operational Audit Authority originals the relevant Programme 2014-20 the Funding Agreement summits the Annual Guidance on regulations, rules and including any revised – Control Report in which Document versions supported by terms of the ERDF the final expenditure Retention, including appropriate Funding Agreement, for the final project is Electronic Data correspondence from and compliance with included. Exchange for DCLG of the approval of European Union (EU) ERDF Projects’ changes to the Funding requirements. Longer retention (version February Agreement; periods apply to 2016). correspondence from/to projects which are Department for granted under State Communities and Local Aid Schemes and Government (DCLG) covered by Article 61 and the Lead Partner for of Regulation (EU) each programme No 1303/2013 and
Appendix 2 EU Funding Programme Document Management and Retention Policy Functional Description European Regional Development Fund (ERDF) for 2014-2020 Projects Retention Action Example of Records Format Notes Responsible Officer The process that requires the Local Authority as the Grant Recipient in the ERDF Funding Agreement to maintain records and evidence to show that the expenditure in claims complies with the relevant regulations, rules and terms of the ERDF Funding Agreement, and compliance with European Union (EU) requirements. The retention period for each project is unique and is dependent on the date at which the final claim is submitted. Retain for a minimum of 2 years after the Audit Authority summits the Annual Control Report in which the final expenditure for the final project is included. Longer retention periods apply to projects which are granted under State Aid Schemes and covered by Article 61 of Regulation (EU) No 1303/2013 and Core documents ERDF related documentation including work carried out during the development, pre application, application, procurement, contracting and during and after the project the Funding Agreement including any revised versions supported by appropriate correspondence from DCLG of the approval of changes to the Funding Agreement; correspondence from/to Department for Communities and Local Government (DCLG) and the Lead Partner for each programme Electronic or Hard Copy stored securely Documents can either be held as originals or certified true copies of the originals Common Practice Refer to the current ‘European Union – European Structural and Investments - England European Regional Development Fund Operational Programme 2014-20 – Guidance on Document Retention, including Electronic Data Exchange for ERDF Projects’ (version February 2016). Contract Manager
Document_Retention__Management_Policy_-_Appendix_2.docx