This document retention policy the policy was approved by the board of directors of national federation of paralegal associations, inc. These days, most businesses are required by law to retain confidential client information, along with employee or company data, for a minimal amount of time. Management and control procedures for the european. Record series summary retention policy esf, erdf, ktp, medici, emda, goem and eu funding 10 years for esf, erdf, innovation and medici fellowships. European union investment for growth and jobs programme 20142020 guidance booklet. Document retention background an important aspect of european structural funds is the retention of all project records, in order to demonstrate a clear and transparent audit and procurement trail. Cofinanced by the european regional development fund. Document retention and destruction policy purpose leave no trace center for outdoor ethics, a colorado nonprofit corporation lnt, strives to ensure that necessary records and documents are adequately protected and maintained, and to ensure that records that no longer are needed or are of no value are timely discarded. Intermediate body ib for administering and managing erdf grant schemes under operational programme i under pa1, pa2 and pa 3. Records retention schedule the university of salford. The contribution from european regional development fund finances only a. Through the release of the revised form 990, the irs indicated its intent to continue its scrutiny. Records retention policy purpose the records retention policy sets out a schedule to determine how long coventry university records should be retained. Document retention policies what every nonprofit should know recently, the internal revenue service the irs released a significantly revised form 990, the annual information return filed by most publicly supported exempt organizations.
Document retention guidance for the 2014 to 2020 european regional development fund. European structural and investment funds document retention. The attached document outlines the relevant document retention requirements to comply with article 140 of eu regulation 320. A document retention and destruction policy identifies the record retention responsibilities of staff, volunteers, board members, and outsiders. Yorkshire and humber erdf programme 2007 document retention.
Up to 25 years for ktp prior to the destruction of any documentation relating to projects supported by the 199496, 199799 and 200006 erdf. Assist in document policy formation and managerial decision making. Document retention policies what every nonprofit should. The regulation lays down common rules for cohesion policy, the rural development policy and the maritime and fisheries policy in terms of strategic planning, eligibility and durability. Details regulation with regard to the retention of document related to erdf esf funded. Erdf, document retention and the use of electronic records. In this case a shorter retention period is permitted as the universitys legal obligations are being met by the master copy. Pdf files the employee deems vital to the performance. Unless otherwise specified the retention and disposal policy refers to both hard and soft copy documents. This is the minimum requirement but may be added to. The policy applies to all records created, received or maintained as evidence and information by the.
Nfib guide to developing a drp 1 one about the nfib guide to developing a drp the nfib small business legal center is pleased to provide you with this small business guide to document retention. Approach the document retention schedule sets out the minimum periods for which documents should be retained and those responsible for the retention of various classes of documents. Erdf the european regional development fund esif the european structural and investment funds erdf book free, details below erdf articles. Document retention policy introduction it is kiva microfunds kiva policy to maintain complete, accurate and high quality records. Grant recipients must comply with and assist the managing authority to comply with document retention requirements. However, it must be remembered that wefo will only ask the lead sponsor to repay any irregular expenditure even if a document retention issue arises at a partner organisation. Document retention guidance for erdf funded projects. Records and information management program table of contents. The maximum period that a pdf file should be retained is 6 years. Erdf document retention guidance esifgn1008, version 1 date published 17 february 2016 8. Document retention policies for nonprofits national. A document retention guide from shredit download pdf version businesses are required by law to retain confidential client, employee, and company information for a minimal amount of time.
Management and control procedures for the european structural and investment funds programmes 20142020 secretary general, 1. A records retention schedule is a control document that sets out the periods for which an. Document retention policy final 2017 leave no trace. It is the responsibility of beneficiaries to comply with the guidance, as well as ensuring compliance with all relevant general data protection regulations.
The erdf managing authority has carried out a strategic environmental assessment against the erdf operational programme for england 2014 to 2020. Erdf eligibility guidance page 5 of 40 esifgn1003, version 8. That said the ma would highlight that the retention period will be considerably longer where projects have received significant erdf funding for the acquisition. Retains evidence of the selfdeclaration in line with erdf document retention requirements. The schemes fall under the business enhance erdf grant schemes initiative and are partfinanced by the european regional development fund erdf, which fund is aimed at promoting investment and. Elements of a good document retention policy 1 international data corporation idc is an information technology research.
You should consult with your attorney and insurance carrier when establishing a record retention policy. Records are to be retained for the period of their immediate use, unless longer retention is required for historical. What corporate counsel should know about retention and destruction policies for digital data. There are other document retention requirements in addition to this rule. This record retention schedule is a guide setting out the minimum recomended retention period. Data retention and erasure policy university of plymouth. When documents are shared among individuals, there needs to be some kind of a policy in place that will make sure that things are done in a way that is good for all parties involved. However, if there is a reason to retain documents for longer periods, then the records should be retained. Ucc is a public beneficiary body1 in respect of the erdf programme. Pdf documents the length of time that a pdf file should be retained should be based upon the content of the file and the category under the various sections of this policy. In this context, this document is addressed to managing authorities, intermediate bodies, certifying authorities and audit authorities responsible for programmes cofinanced by european regional development fund erdf, the european social fund esf and the cohesion fund1. It is essential that project records are maintained in order to provide a complete audit trail of evidence that erdf funds have been managed and expended compliantly with ec rules and regulations. Document retention the project records must clearly demonstrate. It is for the lead project sponsor to decide on the method and formality of how they convey document management expectations to its partners.
Agreed apportionment or overhead methodologies when not based on actual costs 6. The purpose of this site is to provide information about ucc records management policy. For the 201420 esif erdfesf programme documents must be kept until the date notified by dclg, expected to be at the earliest 31 december 2033. Erdf, document retention and the use of electronic records leave a reply in the twenty first century, at the completion of one erdf project i managed we. I certify that this is a true copy of the original document. Document retention policies are one of several good governance policies that the irs highlights on the irs form 990 by asking whether the filing nonprofit has adopted a written record retention policy. The policy applies to all records regardless of physical media or format, created, received or held as a result of carrying out. This handbook will help you develop a policy for saving and discarding documents, including email and web pages, received. Proper records retention and disposition of ed records in all formats. Erdf european regional development fund esf european social fund eu, the union european union programmes the wales structural funds operational programmes, being the.
Grant recipients must comply with and assist the managing authority to comply with document retention requirements under any applicable state aid rules. The retention periods given in the schedule apply only to substantive records in each group. An important aspect of the 2014 2020 european structural fund programmes is the responsibility of beneficiaries as defined in article 2 10. Guidance on document retention for beneficiaries of european structural and investment funds esifs between 2014 and 2020. This policy covers all records, regardless of format or location that meet the criteria for federal records. The template below provides directions and guidance to organizations for creating a data retention policy. Retention and availability of source documentation that supports claimed project expenditure 6. England 2014 to 2020 european structural and investment.
Erdf document retention guidance esifgn1008, version 1 date published 17 february 2016. Records retention guidelines 7 years following disposition,termination, or pay off please note that this table should only be used as a guide. Gk each document should be certified as conforming to the original using a declaration as per the example below. Care must be taken to ensure that all of the support provided to an undertaking by the project is taken into account. Guidance note document management and retention welsh. However, with the new gdpr laws in place and increasing awareness of data sensitivity, it is becoming essential for companies to have strict and specific policies on data retention. Creation of and adherence to a document retention policy that conforms to ec regulations 6. I am directed by the minister for public expenditure and reform to advise all bodies of their management and control responsibilities relating to the implementation of the european. On the basis of the applicable eu law, it provides technical guidance to colleagues and other bodies involved in the.
In addition, the number of strategic documents will be reduced by having only one eu and one national strategic document for the five csf funds. Contacts for help on document retention for erdf funded projects. There needs to be a plan as to how long the documents will be used and when they will be destroyed. The changes made include paragraphs 6 to 8 amended to reflect revised, simplified document retention period for all esf projects and cfo and direct bid. The policy also ensures that documents are promptly provided to authorities in the course of legal investigations or lawsuits. Pdf files the employee deems vital to the performance of his or her job should be printed and stored in. View the 2017 determination here pdf, 192kb, 8 pages and view the 2018 determination here pdf, 191kb, 7 pages. Guidelines for implementation business enhance erdf grant. Zen and the art of procurement within erdf projects erdf document retention and electronic records erdf lets talk about the files erdf and local strategies erdf checking claims and files. Guidance about the monitoring and evaluation of the european regional development fund 2014 to 2020 programme and relevant appendices. Our data retention policy and processes comply fully with the gdprs fifth article 5 principle. Records will be created, maintained and retained to provide information about, and evidence of the university of plymouths transactions, customers, employment and activities.
All projects are required to retain documents for a period after the activity has ended and these should be kept in an acceptable format so that. The document retention schedule is intended to provide a consistent approach which meets legal standards and ensures that key documents can be retrieved when needed. The policy applies to all records regardless of physical media or format, created. These responsibilities have been made clear through the conditions of.
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