Ref. Ares(2016)223280 - 15/01/2016
EUROPEAN COMMISSION
JOINT RESEARCH CENTRE
Directorate B - Resources
Organisational development


Filing Plan for Scientific Projects Files (2014-2020)

Type of document
Document ID
Version No
Page
Filing Plan
See ARES registration number
3.0 Reviewed
1 / 10
Implementation
15/01/2016
Document owner
Related main process:
Related other processes:
DMO (JRC.B.1)
JRC Documents and Records Management Policy
Management of Current Records

Name
Signature
Date
Author(s)
, DMO
Reviewer (content)
, Deputy DMO
See ARES registration.
Reviewer (form)
n/a
Approved by
n/a

Previous versions of this document
Version No
Date of
Changes from previous version
approval
1.0 - Ares(2014)1563426
15/05/2014

2.0 – Ares(2015)1780704  27/04/2015
Annuls and replaces above version.
Heading structure based on policy clusters and areas is abandoned
and replaced by a 2 headings structure (projects and clusters).
3.0 – This document
15/01/2016
Annuls and replaces above versions.
Main modifications are:
§4.1.1.1: filing plan is now supported by 3 sub headings
§6: file specific code structure is adjusted
§7: file title structure is implemented
§9 and §10: rephrased

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Type of document
Title
Document ID
Version No
Page
Filing Plan
Filing Plan for Scientific Projects Files (2014-
jrc.b.1(2016)88355
3.0
3 / 10
Implementation
2020)
15/01/2016

1
PURPOSE
1.1.

1.1
This documents annuls and replaces document Ares(2015)1780704 dated 27/04/2015.
1.1.

1.2
The purpose of this document is to provide technical information on how the filing plan for scientific
projects files is implemented and must be used to support the management of documents related
to JRC Work Programmes from 2014 to 2020.
1.1.

1.3
As  per  the  e-Domec  policy  and  Internal  Control  Standard  11,  the  filing  plan  described  below
provides the official files of the scientific projects, work packages and clusters implemented in the
context of JRC Work Programmes 2014-2020.
1.1.

1.4
This  filing  plan  fully  implements  recommendation  R.005.I  of  the  Audit  Report  IA-12-05(220)  of
28/03/2014 (Ares(2014)968510).
1.1.

1.5
Glossary
of
Acronyms
and
Terms
is
available
on
JRC's
Intranet
at
https://connected.cnect.cec.eu.int/docs/DOC-44852 .
2
COMMON HEADINGS (
)
2.1.

1.1
Common headings refer to the first 3 levels of the filing plan as established by the "Nomenclature
Commune" (NC) at the Commission level.
2.1.

1.2
The  NC  is  implemented  in  the  NOMCOM  tool  supporting  the  Commission's  filing  plan  for  further
documents filing and registration in ARES.
2.1.

1.3
Files  related  to  the  management  of  scientific  project  files  in  the  context  of  the  implementation  of
research  framework  programmes  fit  into  NC  heading  "Framework  programmes",  heading  code
03.08.01 as shown below.

Type of document
Title
Document ID
Version No
Page
Filing Plan
Filing Plan for Scientific Projects Files (2014-
jrc.b.1(2016)88355
3.0
4 / 10
Implementation
2020)
15/01/2016

3
SPECIFIC HEADING (
)
3.1.

1.1
Under  the  "Framework  programmes"  heading,  Directorates  General  may  create  (or  request  the
creation of) specific headings to further develop the filing plan in accordance with their needs.
3.1.

1.2
For the purpose of the filing plan of the JRC Work Programmes 2014-2020, a specific heading has
been created with heading code 03.08.01.515 (See above picture).
3.1.

1.3
Previous  JRC  Work  Programmes  implemented  under  FP6  and  FP7  were  supported  by  ad  hoc
headings.  These  will  remain  active  until  all  related  action  or  project  files  are  closed  and  archived
(out of scope of this document).
4
SPECIFIC SUB HEADINGS (
)
4.1.

1.1
The  main  specific  heading  supporting  the  filing  plan  of  the  JRC  Work  Programmes  2014-2020  is
further expanded into 3 sub headings as follows:
Heading Code
Purpose
Full heading title
Scientific Projects Files,
JRC
Work
Programme
2014-2020
-
including Work Packages,
SCIENTIFIC PROJECTS FILES
03.08.01.515.005
as contemplated in the
JRC Project Browser
JRC
Work
Programme
2014-2020
-
03.08.01.515.010
Scientific Clusters Files
SCIENTIFIC CLUSTERS FILES
Other scientific project files
Other
Scientific
Projects
and
related
03.08.01.515.020
not contemplated in the
activities
JRC Project Browser
5
SPECIFIC FILES (
)
5.1.

1.1
For  each  scientific  project,  work  package  or  cluster,  a  specific  file  is  created  under  the
corresponding heading.
5.1.

1.2
Each  specific  file  is  assigned  the  metadata  on  the  basis  of  the  information  available  in  the  JRC
Project  Browser  for  projects  (http://apps.jrc.cec.eu.int/jpbma  ,  JPB) where  applicable,  or on  JRC
Scientific
Clusters
group
at
Connected@JRC
for
clusters
(https://connected.cnect.cec.eu.int/groups/jrc-scientific-clusters  ),  or  as  provided  by  the  Lead
Department, as follows.
Original Metadata
Metadata in NOMCOM
Assigned metadata
in JPB/Connected@JRC
File type
n/a
"Normal file"
Specific code
n/a
(See §6)
Heading
n/a
As
per
heading
structure
described above
Lead department (Chef de File)
Project Unit
Project Unit
Cluster Facilitator Unit
Cluster Facilitator Unit
Desk Officer
Project Leader (PJ)
Name  of  the  Head  of  Unit  where
Contact (WPK)
the  project,  work  package,  or
Facilitator (SC)
cluster is managed
CRL Category
n/a
2.1.4 (Contrib)
English title
Title
(See §7)
French title
n/a
Empty
German title
n/a
Empty
File editors
n/a
nc_jrc_he , nc_jrc_fc (see §8)
File users
Project Unit(s)
(see §8)
File readers
n/a
JRC (see §8)
English comments
n/a
Empty
French comments
n/a
Empty
German comments
n/a
Empty

Type of document
Title
Document ID
Version No
Page
Filing Plan
Filing Plan for Scientific Projects Files (2014-
jrc.b.1(2016)88355
3.0
5 / 10
Implementation
2020)
15/01/2016

6
FILE SPECIFIC CODES
6.1.

1.1
The "Specific Code" is a free text, non-mandatory metadata available in NOMCOM for the proper
use of the DGs. It is intended to be used as a unique and customised identifier of items in the filing
plan (headings or specific files).
6.1.

1.2
This metadata is used in the filing plan established in JRC. It is structured in a harmonised way for
all JRC files.
6.1.

1.3
The specific codes of specific files created in the present context are structured as follows, building
a string of up to 32 characters (NOMCOM limitation):
Project files (contemplated in the JRC Project Browser)
<cdf>.<yyyy>/WPM.PJ.<nnnn>
With
Max
Section
Description
Example
Length
<cdf>  Chef de File
Project  Unit  for  project/cluster  files
(i.e. Lead Department)
with  Directorate  letter  +  unit
5
number in 2 positions (with leading
0). Examples: "H03", "DDG01"
<yyyy>  Year when the file is first used
"2014"
4
WPM  Fix  activity  code  for  "Work  "WPM"
3
Programme Management"
PJ  Fix
sub
activity
code
for  "PJ"
2
"Project"
<nnnn>  Reference Number
Project ID in JPB, with leading 0
4
Ex. "0123" for ID 123
MAX LENGTH (including dot "." and slash "/" separators)
22

Work package files (contemplated in the JRC Project Browser)
<cdf>.<yyyy>/WPM.PJ.<nnnn>.WPK.<pppp>
With
Max
Section
Description
Example
Length
<cdf>  Chef de File
Project  Unit  for  project/cluster  files
(i.e. Lead Department)
with  Directorate  letter  +  unit
5
number in 2 positions (with leading
0). Examples: "H03", "DDG01"
<yyyy>  Year when the file is first used
"2014"
4
WPM  Fix  activity  code  for  "Work  "WPM"
3
Programme Management"
PJ  Fix
sub
activity
code
for  "PJ"
2
"Project"
<nnnn>  Reference Number
Project ID in JPB, with leading 0
4
Ex. "0123" for ID 123
WPK  Fix code for "Work Package"
"WPK"
3
<pppp>  Reference Number
Work  Package  ID  in  JPB,  with
leading 0
4
Ex. "0046" for ID 46
MAX LENGTH (including dot "." and slash "/" separators)
31

Type of document
Title
Document ID
Version No
Page
Filing Plan
Filing Plan for Scientific Projects Files (2014-
jrc.b.1(2016)88355
3.0
6 / 10
Implementation
2020)
15/01/2016

Scientific Cluster files
<cdf>.<yyyy>/WPM.SC.<nnnn>.<acron>
With
Max
Section
Description
Example
Length
<cdf>  Chef de File
Project  Unit  for  project/cluster  files
(i.e. Lead Department)
with  Directorate  letter  +  unit
5
number in 2 positions (with leading
0). Examples: "H03", "DDG01"
<yyyy>  Year when the file is first used
"2014"
4
WPM  Fix  activity  code  for  "Work  "WPM"
3
Programme Management"
SC  Fix
sub
activity
code
for  "SC"
2
"Scientific Cluster"
<nnnn>  Reference Number
Cluster ID if any, with leading 0
Ex. "0123" for ID 123
4
ID is replaced by "9999" when non
existing.
<acron>  Acronym
Cluster  acronym,  cut  to  max  9
9
characters, inside blanks deleted.
MAX LENGTH (including dot "." and slash "/" separators)
32

Other scientific project files
<cdf>.<yyyy>/WPM.PJ.9999.<acron>

With
Max
Section
Description
Example
Length
<cdf>  Chef de File
Project  Unit  for  project/cluster  files
(i.e. Lead Department)
with  Directorate  letter  +  unit
5
number in 2 positions (with leading
0). Examples: "H03", "DDG01"
<yyyy>  Year when the file is first used
"2014"
4
WPM  Fixed  activity  code  for  "Work  "WPM"
3
Programme Management"
PJ  Fixed  sub  activity  code  for  "PJ"
2
"Project"
<nnnn>  Reference Number
Project ID if any, with leading 0
Ex. "0123" for ID 123
4
ID is replaced by "9999" when non
existing.
<acron>  Acronym
Project  acronym,  cut  to  max  9
9
characters, inside blanks deleted.
MAX LENGTH (including dot "." and slash "/" separators)
32

6.1.

1.4
Examples
D02.2016/WPM.PJ.0341
Project
i.e. Project with ID 341 and Project Unit "D.2" in JPB.
Work
G03.2016/WPM.PJ.0353.WPK.3782
Package
i.e. Project with ID 353 and work package with ID 3782, and Project Unit "JRC.G.3" in JPB
G03.2015/WPM.SC.9999.BLUEGROWT
Cluster
i.e. Cluster with acronym "BLUE GROWTH", ID unidentified (9999)
Other
I01.2015/WPM.PJ.9999.TEXTILE
project
i.e. project with acronym "TEXTILE", ID unidentified (9999)

Type of document
Title
Document ID
Version No
Page
Filing Plan
Filing Plan for Scientific Projects Files (2014-
jrc.b.1(2016)88355
3.0
7 / 10
Implementation
2020)
15/01/2016

7
FILE TITLES
7.1.

1.1
File titles are structured as follows:
Project files (contemplated in the JRC Project Browser)
[nnnn] <title> (ACRON)
With
Section
Description
[nnnn]  Project ID in JPB, in 4 digit, with leading 0, between backets []
Ex. "[0123]" for ID 123
<title>  Project title as per JPB
(ACRON)  Project acronym as per JPB, between parentheses ()

Work package files (contemplated in the JRC Project Browser)
[nnnn].[pppp] <title> (ACRON)
With
Section
Description
[nnnn]  Project ID in JPB, in 4 digit, with leading 0, between backets []
Ex. "[0123]" for ID 123
.   Dot separating Project ID and
[pppp]  Work package ID in JPB, in 4 digit, with leading 0, between backets []
Ex. "[0123]" for ID 123
<title>  Work package title as per JPB
(ACRON)  Work package acronym as per JPB, between parentheses ()

Scientific cluster files (contemplated in the  JRC Scientific Clusters group on Connected@JRC)
<scientific cluster title>

Other scientific project files (not contemplated in the JRC Project Browser)
<scientific project title>

8
ACCESS RIGHTS
8.1
File editors
8.1.

1.1
File editors are those users, or group of users, who can edit the metadata of the specific files.
8.1.

1.2
This right is generally reserved for the JRC DMO and the JRC CAD respectively identified by the
custom groups "nc_jrc_he" and "nc_jrc_fc".
8.1.

1.3
File editors DO NOT inherit rights of file users or file readers.
8.2
File users
8.2.

1.1
File users are those users, or group of users, who are granted the right to file documents in the file
through ARES. By extension, file users may always see the content of files.
8.2.

1.2
As  a  general  rule  for  scientific  projects/clusters  files,  this  right  is  granted  to  the  members  of  the
project unit, i.e. any staff member of that unit can file documents.
8.2.

1.3
This  right  may  be  limited  or  extended  on  a  case  by  case  basis  upon  request  to  the  JRC  DMO
and/or to the local JRC CAD.

Type of document
Title
Document ID
Version No
Page
Filing Plan
Filing Plan for Scientific Projects Files (2014-
jrc.b.1(2016)88355
3.0
8 / 10
Implementation
2020)
15/01/2016

8.3
File readers
8.3.

1.1
File  readers  are  those  users,  or  group  of  users,  who  are  granted  the  right  to  see  the  file  and  its
content (but not to file documents).
8.3.

1.2
As  a  general  rule  for  scientific  projects/clusters  files,  this  right  is  granted  to  the  members  of  the
JRC, i.e. all JRC staff can see the files and their content.
8.3.

1.3
This right may be limited or extended (e.g. to other DGs) on a case by case basis upon request to
the JRC DMO and/or to the local JRC CAD.
8.4
Security and marking of documents
8.4.

1.1
Notwithstanding the access rights set up at the level of a file in NOMCOM, documents saved, filed
and  registered  through  ARES  may  be  assigned  specific  level  of  sensitivity  in  order  to  limit  their
respective visibility without affecting the visibility of the whole file. Sensitive documents must bear
security marking as per the Security Notice 01.

9
MAINTENANCE OF THE FILING PLAN
9.1.

1.1
All  files  previously  created  in  accordance  with  document  Ares(2014)1563426  have  been  moved
into the new heading structure described in §4 above.
9.1.

1.2
Metadata of existing project files, converted into work packages, have been adjusted in accordance
with data available in the JRC Project Browser as of 15/12/2015.
9.1.

1.3
New  specific  files  have  been  created  for  these  Projects  and  Work  Packages  not  having  a
corresponding file in ARES as per document Ares(2014)1563426.
9.1.

1.4
Files corresponding to projects not contemplated anymore in the JRC Project Browser (i.e. project
expired  in  the  meantime)  will  be  closed  by  JRC  DMO  by  end  of  June  2016,  subject  to  prior
agreement with the Lead Department.
9.1.

1.5
Any new scientific project files, work package files, scientific cluster files or other scientific project
files  shall  be  created  only  upon  express  request  by  the  Lead  Department  to  JRC  DMO,  in
accordance
with
work
instruction
IMS-JRC-M4.1-0004
(https://connected.cnect.cec.eu.int/docs/DOC-59328 ).

10
USING THE FILING PLAN IN ARES
10.1
Searching files in ARES
10.1.1.
1 Scientific projects, work packages or clusters files can be searched in ARES on the sole basis of
the Specific code criteria using wild card "%" and the ID number (e.g. "%0123%").
10.1.1.
2 For  faster  and  refined  results,  it  is  advised  to  search  a  file  with  as  much  as  possible  known
information,
still
on
the
basis
of
the
specific
code
(e.g.
"%PJ.0123%"
or
"G05.2014/WPM.PJ.0123%" …).
10.1.1.
3 Scientific projects and work packages files can be searched in ARES on the basis of Title criteria
using  wild  card  "%"  and  acronym  (e.g.  "%jasmin%")  or  (part  of)  title  (e.g.  "%severe  accidents
modelling%".
10.1.1.
4 Files used on a regular basis must be tagged as "favourite files" by the users.

Type of document
Title
Document ID
Version No
Page
Filing Plan
Filing Plan for Scientific Projects Files (2014-
jrc.b.1(2016)88355
3.0
9 / 10
Implementation
2020)
15/01/2016

10.2
Sub files
10.2.1.
1 Project files may be split into maximum 1 level of sub files (NOMCOM limitation) in accordance with
the needs of the Lead Department (Project Unit).
10.2.1.
2 Sub  files  must  correspond  to  sub  activities  within  the  management  of  the  project  or  cluster.  Sub
files cannot be created for serial purposes (e.g. yearly sub files are not authorised).
10.2.1.
3 Sub  files  shall  and  must  pursue  the  very  same  life  cycle  as  the  main  project,  work  package  or
cluster file.

11
MONITORING
11.1.1.
1 The correct use of this filing plan will be monitored in accordance with the actions defined in reply
to  recommendations  R.005.I    and  R.001.I  of  the  Audit  Report  IA-12-05(220)  dated  28/03/2014
(Ares(2014)968510).

12
APPENDIX

Appendix 1
Relevant extracts of Audit Report IA-12-05(220) dated 28/03/2014
(Ares(2014)968510)



Type of document
Title
Document ID
Version No
Page
Filing Plan
Filing Plan for Scientific Projects Files (2014-
jrc.b.1(2016)88355
3.0
10 / 10
Implementation
2020)
15/01/2016
Appendix 1 – Relevant extract of Audit Report
IA-12-05(220) dated 28/03/2014
(Ares(2014)968510)

Number &
Proposed
Responsible for
Recommendation
Type
ICS
Classification
Due Date
Implementation
The JRC-wide definition of the content of the standard
Directorate A with
scientific Project File must be completed. This standard should
support from DMO
R.001.I
EE
6 M
11
become binding for all Scientific Institutes
& JRC Quality
Manager
The organisation of the scientific files in the ARES filing plan
R.005.I
EE
3 M

DMO
should be reviewed to account for the core activities of JRC.

Document Outline