What does this mean in practice?
During the sustainability period, beneficiaries must be able to prove that the project information board remains:
- installed in a clearly visible location;
- intact and legible; and
- compliant with the applicable visual identity and communication requirements.
Required documentation: Two date-stamped photographs must be taken each year: one close-up photo showing the text on the information board and one wider photo showing the information board in its surroundings, demonstrating that it has been installed in a location clearly visible to the public, in accordance with the Communication Toolkit (KTK) requirements.
Why is documentation important?
Once a project has been physically completed, beneficiaries often pay less attention to the condition of the information board. However, the publicity obligations remain in force throughout the sustainability period. If, during an inspection, the existence or proper condition of the board cannot be verified, this may result in a compliance issue or an irregularity procedure.
What should beneficiaries pay attention to?
To avoid potential issues during inspections, it is recommended to:
- regularly check the condition of the information board;
- take date-stamped photographs during the sustainability period;
- retain all photographs and related documentation together with the project records; and
- promptly replace or repair the board if it is damaged or removed.
Be Prepared for Future Audits
The sustainability period is more than just an administrative obligation—it is a period during which beneficiaries must continue to meet the commitments undertaken as part of their funded project. Properly documenting the information board requires only a few minutes each year but can significantly reduce the risk of findings during future audits or on-site inspections.
For more information or consulting, please fill in our contact form.