Dies ist eine HTML Version eines Anhanges der Informationsfreiheitsanfrage 'Memos, guidance and guidelines on record creation'.



 
Ref. Ares(2015)3005907 - 16/07/2015
EUROPEAN COMMISSION 
DIRECTORATE-GENERAL 
REGIONAL AND URBAN POLICY 
Policy 
  Legal Affairs 
 
Brussels,  
REGIO B4(2015)
 
 
NOTE FOR THE ATTENTION OF DG REGIO HEADS OF UNITS 
Subject: 
Guidance on dealing with access to documents requests. 
In view of the increase in access to documents requests and the number of difficult issues 
encountered in dealing with them, I would like to highlight some key requirements to be 
borne in mind when drafting replies on requests for access to documents: 
•  For each request for access to documents, it needs to be assessed individually 
whether one of the exceptions of Article 4 Regulation (EC) No 1049/2001 
applies.  
•  The exceptions of Article 4 of Regulation (EC) No 1049/2001 must be interpreted 
and applied strictly. 
•  The examination of an application for access to documents must be specific in 
nature. 
•  The mere fact that a document concerns an interest protected by an exception is 
not sufficient to justify the application of that exception. It has to be assessed 
whether access to the document could specifically and actually undermine the 
protected interest. The risk of a protected interest being undermined must be 
reasonably foreseeable and not purely hypothetical. 
•  In order to establish that the exception of Article 4(3) first subparagraph of 
Regulation (EC) No 1049/2001 (on-going decision-making process) applies, the 
decision-making process has to be “seriously” undermined. The serious nature 
depends on all circumstances of the case. 
•  Articles 4(2) and 4(3) of the Regulation provide only "relative" exceptions. The 
protected interest has to be balanced against any potential overriding public 
interest in disclosure.  
 
Commission européenne/Europese Commissie, 1049 Bruxelles/Brussel, BELGIQUE/BELGIË - Tel. +32 22991111 
Office: 
 - Tel. direct line +32 229-
 
 
http://ec.europa.eu/regional_policy/