Ceci est une version HTML d'une pièce jointe de la demande d'accès à l'information 'Memos, guidance and guidelines on record creation'.



Ref. Ares(2016)5930413 - 14/10/2016
Ref. Ares(2011)339701 - 28/03/2011
INITIAL APPLICATIONS FOR PUBLIC ACCESS TO DOCUMENTS – WORKFLOW 
 
ANNEX I
received directly by R4 
Request
received directly by unit
R4 locates the 
requested 
YES 
Requested 
NO 
Unit registers request in Ares, acknowledges 
document(s), 
document(s) 
receipt and informs R4 (via Ares and/or by 
prepares, sends and 
already in the 
email) 
registers the reply in 
public domain? 
Ares
more than one unit 
Request concerns  
one unit only
R4 assigns request to competent units via Ares 
R4 assigns request to competent unit via Ares 
R4 registers request in the SG GESTDEM database and if required, acknowledges receipt and 
prepares necessary templates (e.g. document /meeting lists etc) 
Each unit identifies and assesses
Unit identifies and assesses relevant/requested 
relevant/requested document(s), whenever needed 
document(s), whenever needed with the support 
with the support of R4, and if applicable, compiles 
of R4, and if applicable, compiles document 
document register and consults third parties 
register and consults third parties 
R4 coordinates the contributions of units and if 
necessary, liaises with other DGs and the SG 
If necessary, R4 liaises with other DGs and the 
SG
Lead unit or R4 drafts accompanying note
Unit drafts accompanying note
R4 carries out the formal quality control
Lead unit or R4 prepares signatory
Unit prepares signatory
Lead unit or R4 sends and registers reply in Ares 
Unit sends and registers reply in Ares and informs 
R4
R4 registers the reply in the SG GESTDEM database