WRITTEN QUESTION No. 1771/97 by Arlene McCARTHY to the Commission. European Commission conditions for the retention of documentation by successful European grant applicants
Date: 1997-05-14
Institutions: European Parliament, MCCARTHY
Subjects: EU aid, Structural Funds, administrative formalities, archives, document, information medium, support policy, use of aid













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91997E1771

WRITTEN QUESTION No. 1771/97 by Arlene McCARTHY to the Commission. European Commission conditions for the retention of documentation by successful European grant applicants  


Official Journal C 391 , 23/12/1997 P. 0130 





WRITTEN QUESTION P-1771/97 by Arlene McCarthy (PSE) to the Commission (14 May 1997)Subject: European Commission conditions for the retention of documentation by successful European grant applicantsWould the Commission please explain why it demands that applicants for European grants keep the original documentation of any successful application for up to seven years and why it is necessary to insist that this documentation be kept in paper form, not on micro-film or any other form of document retention? Does the Commission not appreciate the storage problems this regulation presents for organizations?In the light of the fact that many European citizens' image of the European Commission is one of an over-bureaucratic institution, would the Commission not agree that it would be a constructive and popular initiative to reduce considerably this apparently excessive seven year requirement and allow documentation to be retained in a less space consuming format, thereby reducing the bureaucracy and the mountains of paper work?Answer given by Mr Santer on behalf of the Commission (11 June 1997)The Honourable Member's question focuses on European grant applications, without specifying the relevant sector of Community aid. However, a seven year retention period as indicated by the question is inherent in the programme approach to structural funds financing. The Honourable Member appears to be referring in particular to the Council Regulation (EEC)4253/88 amended by Council Regulation (EEC)2082/93 covering the structural funds ((OJ L 193, 31.7.1993. )) which provides in Article 23(3) that:'For a period of three years following the last payment in respect of any operation, the responsible body and authorities shall keep available for the Commission all the supporting documents regarding expenditure and checks on the operation.'Given that in the structural funds, operations in the form of programmes may last up to six years it is possible that, in application of the above mentioned article, documentation may have to be retained for the period of time indicated by the question. The nature of programme financing by a series of annual commitments and advance payments inevitably involves on-the-spot-checks being carried a considerable time after the expenditure has been incurred and involving many different types of beneficiary. It is essential therefore that the original documentation should remain available.There will be an opportunity to examine the problem raised by the Honourable Member when the regulations are reviewed for the structural fund operations after 1999. However, given the need, which all recognise, for tight financial control on the management of Community funds, it is unlikely that any reduction of the three year period or of the requirements in relation to document retention could be envisaged.