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






Ref. Ares(2016)5506068 - 22/09/2016
WHICH EMAILS MUST BE REGISTERED OFFICIALLY and HOW? 
If the EMAIL is of an official nature and is likely to involve further action, it MUST be registered 
If the email is personal but you wish to keep it nevertheless, please refer to DIGIT's document on Outlook folders 
Exchanges with PMO, HR, OIB, OIL about your rights as an official, SHOULD NOT BE REGISTERED IN ARES: these DGs 
will register the exchange -> CONFIGURE Notis to know when you have new documents or tasks in Ares! 
SECEM emails should be decrypted before registering in Ares / before using Areslook 
How do I register my old emails? 
REGISTER OUTGOING EMAILS USING AresLook 
For more details, see DIGIT'S video, or DIGIT's dedicated Ares Newsletter or DIGIT's AresLook manual 
1. When your email is ready to be sent, click on Register & Send:
Image removed in accordance with Article 4.2 of Regulation (EC) 
No 1049/2001 to protect intellectual property of a third party (screen 
shot of an Outlook screen).
2. If you use Areslook for the 1st time, click on Refresh Ares data in order to import and update favourite files
and virtual entities. Complete the Email title (if necessary), assign the filing task to a person or to your unit's
virtual entity [if you work in A-B-C-D Directorates please assign the filing task to ve_dgt.cad] and click on
Register and Send
Image removed in accordance with Article 4.2 of Regulation (EC) 
No 1049/2001 to protect intellectual property of a third party (screen
shot of an Outlook screen).




REGISTER INCOMING EMAILS USING AresLook 
you may either use a semi-automatic mode which sends an e-signatory task to another person ('save and assign 
to...' option) or a manual mode ('manual registration in Ares') 
For more details, see DIGIT'S video, or DIGIT's dedicated Ares Newsletter or DIGIT's AresLook manual 
"Save and assign to..." option 
1. Click on Save and choose Save and assign to
Image removed in accordance with Article 4.2 of Regulation (EC) 
No 1049/2001 to protect intellectual property of a third party (screen 
shot of an Outlook screen).
If you use Areslook for the 1st time, click on Refresh Ares data in order to import and update favourite files 
and virtual entities in a single click 
Image removed in accordance with Article 4.2 of Regulation (EC) 
No 1049/2001 to protect intellectual property of a third party (screen 
shot of an Outlook screen).
2. Assign the registration and the filing tasks to a person or to your unit's virtual entity [if you work in A-B-C-D
Directorates please assign the filing task to ve_dgt.cad] and click on Save 
Image removed in accordance with Article 4.2 of Regulation (EC) 
No 1049/2001 to protect intellectual property of a third party (screen 
shot of an Outlook screen).




"Manual registration in Ares" option 
Click on Save and choose 'Manual registration in Ares'
 
Image removed in accordance with Article 4.2 of Regulation (EC) No 
1049/2001 to protect intellectual property of a third party (screen shot 
of an Outlook screen).
You will be redirected to Ares.  
Fill in the missing information and then Register and send your record. 
Go to the Assignments tab and add the filing task (code CLASS) to a person or to your unit's virtual entity [if you 
work in A-B-C-D Directorates please assign the filing task to ve_dgt.cad]. 
Check also SG's brand new site Managing emails