The main objective is to retain and store the PROCEED's key documents and information so that all important decisions and data can be traced and retrieved as required.

As the program is managed by the services of the Regions and Zones, this procedure describes the principles to be followed, which is completed in Implementing Document developed by each Region.

The RTF and ZTF Coordinators, with the Administrative Assistance, are responsible for establishing the rules for collecting and storing all documents and information relating to the PROCEED program, in accordance with the principles described in this procedure.

They regularly check that these rules are correctly applied and understood by the staff involved in PROCEED program.

All documents related to the activities of a Region or to the support of an eligible expense shall be kept on the corresponding regional technical bureau.

The documents which are for the sole use of the Zone are be kept in the corresponding Zonal department

The following principle applies:

• All documents related to decisions, notifications, opinions, recommendations, instructions, expenses (invoices, or supporting documents) and payments related to the PROCEED program shall be identified, registered and stored.
• One storage point shall be defined for each type of document and for each bureau at regional level and for each department for each zone.
• PROCEED program’s documents must be clearly identified as such.

The documents can be stored on paper or electronic format. The Administrative will support the implementation of a backup system.

All documents related to decisions, notifications, opinions, recommendations, instructions, technical data, expenses (invoices or supporting documents) and payments related to the PROCEED shall be properly archived and kept for 10 years after the end of the program in each Region.

An Implementation Document defines the classification and storage of documents and data. For each level (Region, Zone, Woreda, Kebele), a table defined by document type, identification, storage condition and duration and the person in charge.

All technical data (indicators, dashboards, reports…) are stored and preserved on paper.

The flow of technical data (from Kebele to Woreda and Zones) is described in the Annexes WS-M1 and SWC– A14.

This technical data must be retained and made available upon request by government officials, auditors, evaluators, or the AFD as part of the evidence of performance and results justifying the investment in the PROCEED program.

The RTF and ZTF coordinators use a simple database to record technical achievements, the use and development of which is supported by Technical Assistance.

For WS, ARIA has developed a database that collects more detailed information and is responsible for updating it and making it available to the relevant Zones and Regions.

Minutes, with decision clearly outlined, of every official PROCEED program’s meetings must be made, signed, distributed and retained.

Official letters related to PROCEED activities must be signed, distributed and retained. The Region, Zone and Woreda will use their actual register of incoming and outgoing letters, adding a clear identification as being part of the PROCEED program.