Memos, guidance and guidelines on record creation EU Parliament
Dear European Parliament,
Under the right of access to documents in the EU treaties, as developed in Regulation 1049/2001, I am requesting documents which contain the following information:
1. Memos, guidance, guidelines, or training material (or any other document) for EU Parliament staff on record creation and/or record keeping. I am particularly interested in documents that refer to creation/keeping of:
· Agendas (diaries of public officials´ engagements), lists of meetings, minutes of meetings, lists of participants in meetings, and documents justifying decisions.
2. Memos, guidance, guidelines, or training material (or any other document) for EU Parliament staff on the processing of access to information requests.
Yours faithfully,
Wiesje van Nunen
Access Info Europe
Cava de San Miguel 8, 4C
28005
Madrid
Our ref.: A(2016)10625
Dear Ms van Nunen,
European Parliament acknowledges receipt of your request, which will be processed as quickly as possible. You will receive a reply within 15 working days.
Best regards
TRANSPARENCY – ACCESS TO DOCUMENTS
EPRS | European Parliamentary Research Service Directorate for the Library
AccesDocs(at)ep.europa.eu
Our ref.: A(2016)10625
Dear Ms van Nunen,
In reply to your request and after consultation with the responsible
services, please find the following information:
1. Records Management
Records management (creation and filing of records) within the Secretariat
of the European Parliament mirrors the activities of the Institution in
line with its powers
(http://www.europarl.europa.eu/aboutparli...),
its organisation
(http://www.europarl.europa.eu/aboutparli...)
and its operational rules (Rules of Procedure (RoP):
[1]http://www.europarl.europa.eu/sides/getL...).
The RoP provide details on the documents relevant to the different
parliamentary procedures and set the regulatory framework for implementing
texts.
With reference to RoP Rule 25(2) and the third sub-paragraph of Rule
116(2), Parliament's Bureau adopted on 2 July 2012 specific Rules on
Document Management, accessible via the public register:
http://www.europarl.europa.eu/RegData/pu...
. In order to implement these Rules, the Secretary General adopted on 28
November 2013 a decision laying down general arrangements for document
management. This decision is also available via the public register:
http://www.europarl.europa.eu/RegData/pu...
.
As foreseen in Art. 10 of the 2012 Bureau Decision, an Interdepartmental
group of document management officers (GIDOC after the French
denomination) was established. The GIDOC has prepared training for
Document Management Officers (RAD after their denomination in French)
(please find attached slides “Training RAD”). Moreover, a set of templates
and guidelines provides help to staff charged with establishing documents
for Parliamentary procedures. The set is publicly available under the
address: http://www.europarl.europa.eu/dm4epRDM/ .
2. The processing of requests for public access to documents and requests
for information
Public access to documents is governed by Regulation (EC) No 1049/2001 and
rules adopted by the Bureau in its Decision of 28 November 2001. Rules
Governing Public Access to European Parliament documents are listed on
Parliament's website:
[2]http://www.europarl.europa.eu/RegistreWe....
Among them you will also find the mentioned Bureau Decision:
[3]http://eur-lex.europa.eu/legal-content/E...
Given the fact that Regulation (EC) No 1049/2001 does not apply to
requests for information, such requests are dealt with under:
- the "Guide to the obligations of officials and other servants of the
European Parliament - Code of good conduct" which was adopted by the
Bureau on 7 July 2008:
[4]http://www.europarl.europa.eu/RegData/PD... . Chapter III
"Relations with citizens" details the principles that should be followed
in the context of relations between officials and citizens.
- the European Code of Good Administrative Behaviour. This code provides
guidance on practical steps towards greater effectiveness, transparency
and accountability:
http://www.ombudsman.europa.eu/en/resour...
In order to support the internal procedures in dealing with requests for
documents and information, Parliament's responsible services have
established a manual. Please find it in attach (“Staff_Guidance”).
Further relevant information is provided on Parliament's web site:
http://www.europarl.europa.eu/atyourserv...
Regards
TRANSPARENCY – ACCESS TO DOCUMENTS
EPRS | European Parliamentary Research Service
Directorate for the Library
AccesDocs(at)ep.europa.eu
References
Visible links
1. http://www.europarl.europa.eu/sides/getL...
2. http://www.europarl.europa.eu/RegistreWe...
3. http://eur-lex.europa.eu/legal-content/E...
4. http://www.europarl.europa.eu/RegData/PD...