Retaining Enrolment Documentation

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Home Forums Data issues Retaining Enrolment Documentation

This topic contains 5 replies, has 4 voices, and was last updated by  David Neal 7 years, 6 months ago.

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  • Anonymous

    Hi there

    Can anyone tell me how long we should keep learner enrolment and achievement evidence? I have always been told 5 years but cannot find the definitive guidance on this?




    Hi Chris, It’s 7 years for government funding guidelines except in the case of ESF provision which I believe should be retained for 10 years.

    Kind regards,




    Anyone know where the specific guidance is on this?


    Martin West

    It is in the Contract of service section 27 as per the following:

    27 Retention of Documents
    27.1 THE CONTRACTOR and its sub-contractors shall maintain original invoices; management information returns and all other documents necessary to verify the services provided by itself or by its sub-contractors in relation to this Contract for 6 years from the end of the financial year in which the last payment is made using monies from the European Social Fund, or where any payments made under this Contract for the Services have been used as match-funding for a European Social Fund Co-Financing Project. THE CONTRACTOR will be required to retain documents until 31 December 2022. Any changes to this date will be notified in writing from THE CHIEF EXECUTIVE.



    Thanks Louise and Martin!


    David Neal

    Don’t miss the reference to ESF Match Funding. The SFA use Apprenticeship and Workplace (what we are used to calling “ER”) provision for match funding.

    We have been required to show evidence on the old “Train to Gain” going back to 09/10 for a recent ESF Article 13 audit.

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