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ARABLE AREA PAYMENTS SCHEME 2003
E. RECORDS
162. You must keep for 4 years all invoices, seed labels, sales and delivery notes relating to seed sown; delivery notes relating to non-food crops grown on set-aside land; and documentation needed to prove that any oilseed rape sown conforms to the requirements set out in Appendix 4. The 4 year period is counted from the end of the calendar year in which the crop was harvested.
163. You are also strongly advised to keep any other appropriate cropping and set-aside records and any evidence, e.g. sales notes or contractor's invoices that you have sown and maintained any crops on which you are claiming area payments in accordance with local standards and by the required sowing dates. You are also strongly advised to keep copies of your AAAs, maps and all supporting documentation.
164. The Joint DEFRA/HSE Code of Practice ('The Green Code') for the safe use of pesticides recommends that records of all operations requiring the storage, application and disposal of pesticides should be kept for at least 3 years. Full details of record retention periods are in the Code. (Copies of The Green Code are available free of charge from DEFRA Publications, ADMAIL 6000, London SW1A 2XX, Tel: 08459 556000.)
165. If you have not already done so, you should draw up a detailed record of your field use at the end of 1991 to establish which fields are AAPS eligible. Your records should be supported where possible by appropriate documents. If you claim on ineligible fields you will be subject to penalties and will lose some or all of your AAPS aid.
166. If you have switched ineligible for eligible land you must retain all documents related to the application, including, if you are a tenant, a copy of your landlord's written permission to switch, for 4 years from the end of the calendar year in which the switch was made.
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