> ## Documentation Index
> Fetch the complete documentation index at: https://docs.agrihub360.com/llms.txt
> Use this file to discover all available pages before exploring further.
# One Compliance Vault
> All records, one export, retention stated in one place.
Each regime names its own inspector, its own record and its own number of years. A farm that spreads nitrogen, sprays, claims a payment and sells into Europe answers to four of them at once. The vault is the place where those four records sit side by side with their retention periods, so that one export answers whichever inspector arrives.
## The Law, In Plain Words
There is no single law about a compliance vault. There is a retention period in each law, and they differ.
| Record | Keep for | Set by | Inspector |
| ---------------------------------- | ------------------------------------------------------------------------------------------------------------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------- |
| Nitrogen record, England | Five years after the record stopped being current | The Nitrate Pollution Prevention Regulations 2015, regulation 35 \[1] | Environment Agency \[1] |
| Nitrogen record, Wales | Five years | The Water Resources (Control of Agricultural Pollution) (Wales) Regulations 2021, regulation 43 \[6] | Natural Resources Wales \[6] |
| Nitrogen record, Scotland | Five years from the end of the year it relates to | The Action Programme for Nitrate Vulnerable Zones (Scotland) Regulations 2008, regulation 26 \[7] | Scottish Government Rural Payments and Inspections Division \[7] |
| Nitrogen record, Northern Ireland | Prepared by 30 June of the following year, then kept five years | The Nutrient Action Programme Regulations (Northern Ireland) 2019, regulation 27 \[8] | DAERA \[8] |
| Spray record, Great Britain and EU | At least three years | Regulation (EC) No 1107/2009, Article 67 \[2] | HSE in Great Britain; the national authority in each member state \[3] |
| Spray record, United States | Two years | 40 CFR 170.311 for the employer's application display and record; 7 CFR 110.3 for a certified applicator's restricted use pesticide record \[9]\[10] | State agencies for the Worker Protection Standard; USDA and state representatives for restricted use records \[9]\[10] |
| SFI evidence | At least seven years from the agreement end or termination date | SFI26 scheme rules \[4] | Rural Payments Agency \[4] |
| EUDR dossier | For as long as the operator needs it; the reference number of a simplified declaration is kept downstream for five years | Regulation (EU) 2023/1115, as amended by Regulation (EU) 2025/2650 \[5]\[11] | The EU operator placing the product, and its competent authority \[5] |
Two things follow. The longest period wins on a farm that holds all four records, so nothing is let go before seven years. And the record for one regime is often the evidence for another: a nitrogen application is an NVZ record, a Farming Rules for Water record and the evidence for an SFI nutrient action at the same time.
## Where It Applies
The same pattern of overlapping periods holds outside the UK. An EU grower keeps the nitrogen record its action programme sets under the Nitrates Directive, the three-year spray record under Article 67, and the evidence for its eco-scheme claim \[2]\[12]. A US grower keeps the nutrient plan and records its state sets, the two-year Worker Protection Standard display, the two-year restricted use pesticide record and, where it sells into Europe, the EUDR dossier its buyer asks for \[9]\[10]\[13]. In every case the retention period is set by the law, not by the software that holds the record.
## What AgriHub360 Keeps
The vault is the one place every record in this group is kept and exported from: the nitrogen record, the spray log, the SFI actions with their evidence and the EUDR dossier. Each record shows the retention period the regime that applies to it sets, taken from the table above, so you can see when a record may be let go.
The compliance pack is one export for one inspection. You choose the period and the nation. The pack bundles the records in the shape that nation's regime asks for, as a PDF or a share link. Where a record has nothing in the period, the pack says "nothing recorded". The inspector sees a gap that was checked.
## References
1. legislation.gov.uk. [The Nitrate Pollution Prevention Regulations 2015, SI 2015/668](https://www.legislation.gov.uk/uksi/2015/668/made).
2. legislation.gov.uk. [Regulation (EC) No 1107/2009, Article 67, as retained in Great Britain](https://www.legislation.gov.uk/eur/2009/1107/article/67).
3. HSE. [Guidance on the requirements of the Plant Protection Products (Sustainable Use) Regulations 2012](https://www.hse.gov.uk/pesticides/using-pesticides/codes-of-practice/guidance-sustainable-use-ppp-regs-2012.htm).
4. Defra and Rural Payments Agency, GOV.UK. [SFI26: scheme rules and guidance](https://www.gov.uk/government/publications/sustainable-farming-incentive-2026-sfi26/sfi26-scheme-rules-and-guidance).
5. European Commission, Directorate-General for Environment. [Regulation on deforestation-free products](https://environment.ec.europa.eu/topics/forests/deforestation/regulation-deforestation-free-products_en).
6. legislation.gov.uk. [The Water Resources (Control of Agricultural Pollution) (Wales) Regulations 2021, WSI 2021/77 (W. 20)](https://www.legislation.gov.uk/wsi/2021/77/made).
7. legislation.gov.uk. [The Action Programme for Nitrate Vulnerable Zones (Scotland) Regulations 2008, SSI 2008/298](https://www.legislation.gov.uk/ssi/2008/298/made).
8. legislation.gov.uk. [The Nutrient Action Programme Regulations (Northern Ireland) 2019, SR 2019/81](https://www.legislation.gov.uk/nisr/2019/81/made).
9. Electronic Code of Federal Regulations. [40 CFR Part 170, Worker Protection Standard](https://www.ecfr.gov/current/title-40/chapter-I/subchapter-E/part-170).
10. Legal Information Institute, Cornell Law School. [7 CFR 110.3, Records, retention, and access to records](https://www.law.cornell.edu/cfr/text/7/110.3).
11. European Commission, Access2Markets. [Delay until December 2026 and other developments in the implementation of the EUDR Regulation](https://trade.ec.europa.eu/access-to-markets/en/news/delay-until-december-2026-and-other-developments-implementation-eudr-regulation).
12. European Commission, Directorate-General for Environment. [Nitrates](https://environment.ec.europa.eu/topics/water/nitrates_en).
13. Maryland Department of Agriculture. [Agricultural Nutrient Management: information for farmers](https://mda.maryland.gov/resource_conservation/Pages/farmer_information.aspx).