The following pages evidence how the Broadland Food Innovation Centre project will follow document and data retention policy as set out in the ERDF Document Retention Guidance ESIF-GN-1-008, Version 1 (dated 17.02.2016).
In order to comply with European regulations, the BFIC project will retain and store all records (original hard copies and/or electronic versions) in an easily accessible place through to 2033. If not possible, we will archive the project records, again clearly labelled.
Core documentation will include:
- all ERDF related documentation including work carried out during the development,
- pre application, application and during and after the project;
- the Funding Agreement including any revised versions supported by appropriate
- correspondence from DLUHC of the approval of changes to the Funding Agreement;
- correspondence from/to DLUHC;
- quarterly or monthly claim forms;
- working papers showing how claims were calculated, including any flat rate
- the audit trail for all procurement undertaken for the project;
- State Aid policy
- the State Aid approved scheme used where relevant; and
- an asset register.
We will keep records of:
- evidence of all project expenditure. This will include invoices and bank statements or equivalent to show the payments were made.
- eligible beneficiaries and the steps taken to discern their eligibility, including proof that an organisation qualifies as an SME
- evidence of open and fair procurement of goods and services. Including proof of advertising and contract notices, quotations or tenders received and the scoring methodology used for selecting the successful candidate. This will include details of all preparatory work prior to the procurement process and the delivery/use of
- the procured service and goods. We will refer to the National Procurement Requirements (ERDF-GN-1-004) for further information on procurement requirements.
- evidence of auditable, accountable match funding, including copies of match funding acceptance letters and bank statements showing receipt of match funding
- compliance with publicity requirements. Copies of all publicity materials, including press releases and marketing will be retained to demonstrate the correct use of
- the EU logo and required text. We will refer to the ERDF Publicity Requirements (ERDF-GN-1-005) for further information on publicity requirements.
- compliance with equal opportunities and environmental sustainability requirements
- clear records of businesses supported for state aid purposes, including signed
- SME declarations and that they are operating under any state aid rules, such as de minimis, or any other state aid ruling. We will refer to the ERDF State Aid Law Requirements
- (ERDF-GN-1-003) for further information on State Aid
- documentary evidence substantiating the outputs and results declared in ERDF claims and on completion of projects. This could include, for example, evidence of the types of assistance provided.
New Anglia LEP is the `Data Controller’ for the ‘New Anglia CRM’ for related personal data and controls and processes personal data under the lawful bases of Article 6 (1) (e) and Article 9 (2) (g) of the European Union ‘General Data Protection Regulation’ (2016/679).
I have informed, and will inform, all persons in relation to whom I have provided personal information, including details of the information provided and the purposes for which this information will be used. Data is recorded on the New Anglia CRM System, which is used by the following business support Partners: New Anglia LEP, Finance East, Hethel Innovation Ltd, Nwes, MENTA, Norfolk and Suffolk Chambers of Commerce, Norfolk and Suffolk County and District Councils, Norwich University of the Arts, University of East Anglia and University of Suffolk”.
Data may be shared with Partners, as well as the Department for Levelling Up, Housing and Communities, the Department for Business, Energy and Industrial Strategy, for the purpose of supporting you and your business/organisation for reporting and statistical analysis.
Data recorded and held on the CRM is subject to the Freedom of Information Act 2000.
Personal data is of no value to the BFIC Project. However, it is when personal data is accessed and used that it can be at the greatest risk of loss, corruption or theft:
- When working with personal data, employees should ensure the screens of their computers are always locked when left unattended.
- Personal data should not be shared informally. In particular, it should never be sent by email, as this form of communication is not secure.
- Data must be encrypted before being transferred electronically. The IT manager can explain how to send data to authorised external contacts.
- Personal data should never be transferred outside of the European Economic Area.
- Employees should not save copies of personal data to their own computers. Always access and update the central copy of any data.