1. BBO ESF Support Webinar #2: ESF Document Retention Kate.heywood@uk.ecorys.com Rachel.brackwell@uk.ecorys.com

2. BBO ESF Support RSM – one-to-ones Ecorys – materials and webinars Flexibility Consultation and feedback Today

3. Files, files, files Project Structure Insurances Health and safety Risk Management Meetings Budgets Progress reports Claims Staffing structure Recruitment Timesheets Support and training Procurement Financial Procedures Accounts Grant holder defrayal Partner defrayal Data Procedures# Audit State Aid Publicity Document Retention Cross-cutting Themes Evidence of Outputs Evidence of Results

4. Data Protection Act 1998 Do not store personal information with no business use Keep personal information secure Never retain personal information for longer than it is needed Allocate responsibility to one person in project

5. Data Protection Act 1998 Participants have the right to know their data is being collected, access their data, understand how and by whom it will be used, have their data kept secure, and have incorrect data corrected or erased. Privacy notices www.ico.org.uk

6. Data Security Premises – access, supervision, waste disposal, include home and mobile locations Staff – Extent of access/ authority to process, training to recognise risks Computer systems – regularity of review and updates – include old and disused machines Third party

7. Storage and retrieval Tracking at each stage of processing Protect from unauthorised access, theft, interference or damage Indexing by claim, report, partner, individual, activity, cost code, period, etc. Retrieval – establish authenticity, context, business process, relationship to other records

8. Digital Archives Recognised data carrier Regularly backed up Accessible until 2026 Certified conforming to originals Auditable

9. Digital Records Emails, social media, texts – part of document retention, data protection and security Creation of digital records – unsigned/ signed BSI BIP 008 Code of Practice

10. Retention Policy Policy: handling of documents to fulfil legislation and ESF requirements Method(s) of retention, including partner sites Procedure for retrieval including database Method(s) of disposal Responsibilities of designated staff

11. Thanks! Contact us at support@bboesfsupport.comsupport@bboesfsupport.com Feedback www.bboesfsupport.com – this webinar and others to follow; Manual this Friday www.bboesfsupport.com https://www.biglotteryfund.org.uk/global- content/programmes/england/building-better- opportunities/guide-to-delivering-european- funding https://www.biglotteryfund.org.uk/global- content/programmes/england/building-better- opportunities/guide-to-delivering-european- funding