107/07-13: ESF 2007 to 2013 England Programme Closure - Retention of key Documents
Updated 30 June 2023
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This publication is available at https://www.gov.uk/government/publications/esf-action-notes-2007-to-2013-programme/10707-13-esf-2007-to-2013-england-programme-closure-retention-of-key-documents
Who this note is for
Managing Authority, ESF Co-financing Organisations (CFO), ESF non co-financing organisations (non-CFO), Innovation and Transnationality Mainstreaming (ITM) projects, European Secretariat Government of Gibraltar, Greater London Authority (GLA), Certifying Authority, Audit Authority.
What this note is about
This action note provides a final update for CFOs and non-CFO projects on document retention for the 2007 to 2013 programme documentation beyond closure.
Clearance
This note was cleared by Pete Long, Head of the European Social Fund England Managing Authority.
Background
2015 was the final year of expenditure for the 2007 to 2013 ESF programme, with final payments to grant recipients in early 2016.
Article 60 (f) of Commission Regulation 1083/2006 requires an adequate audit trail to be established. Article 15 of Commission Regulation 1828/2006 outlines the criteria, which must be met in order that the Commission may regard an audit trail as adequate.
Action
The Managing Authority can now confirm to you that the retention period has now been reached for the ESF 2007 to 2013 England Programme and all relevant documentation can be destroyed,
The exception (where applicable) is for the additional requirements required relating to projects involving State aid or a State aid exemption, where the rules require a longer document retention period. Where there is an element of State Aid or exemption – the record retention period is 10 years from the date on which the last individual aid, or as aid under an aid scheme was granted.
It is your responsibility to clarify and adhere to any state aid rules that may be required until 1 June 2026.
All other documentary evidence, previously required (as outlined in 2007 to 2013 Action Notes 098/15 and 106/07, relating to the ESF 2007 to 2013 Programme Closure – Retention of key Documents,) can now be destroyed: https://www.gov.uk/government/publications/esf-action-notes-2007-to-2013-programme
You must ensure that destruction of all documentary evidence is done so in a safe and secure manner in line with UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA).
If you have any questions regarding this action note, please contact the author of this note.
Contact
Mark Hill, European Social Fund Division
Email: mark.hill@dwp.gov.uk
Queries about this Action Note can also be sent to this email:
esf.2014-2020@dwp.gov.uk, with Mark Hill cc’d as relevant.