Record Keeping | Publicity | Monitoring | Audit

Info You Need To Know : Record Keeping

Retention of Documents

Information which relates to the Retention of Documents for the previous and current Objective 3 Programmes has now been provided by the Scottish Executive.  For a copy of the updated letter on the 97-99 programme please see Retention of Documents Guidance

An effective record keeping system is essential when managing an ESF project.

A good record keeping system will enable you to:

• Accurately track and monitor project spend
• Generate up-to-date information on project performance
• Provide a transparent audit trail of evidence in support of project activity

Record keeping systems can operate in many different ways, however the following guiding principles (SATURN) will help your system operate effectively:

• Systematic - the process of recording info should be systematic and consistent.
• Accurate - having accurate data readily available will help with the delivery of the project, and completion of the quarterly claims.
• Transparent - a clear audit trail of all spend incurred on the project is essential.
• Up-to-date - all data / records should be regularly updated and revised.
• Retrievable - you should be able to retrieve information / files quickly and easily.
• Neat - organise the structure and content of your record keeping system

Other Issues to consider:

• Location - if the project is being delivered outwith a central location how files will be accessed / updated by project staff?
• Storage - all project documentation must be kept until 2012 so think about how files will be stored once the project has been delivered.
• Access (data protection) - Third parties such as the PME Scottish Executive may request to visit your project and view your records therefore beneficiaries should be aware that their details are being held on file and may be viewed by others. 

The ESF Project Documentation Checklist - ESF Project Documentation Checklist provides a list of the key documents you should keep however depending on the nature and type of your project activity some of the documents listed may not be relevant, however if you have any questions regarding documentation please contact the Objective 3 PME.