SRD5 - DOCUMENT MANAGEMENT
Which e-mails should be regist
Any e-mail containing important information, which is not short-lived and which is likely to
require action, follow-up or a reply from the Commission or to involve the responsibility of the
E-mails exchanged between two or several members of staff and which constitute a major step
in the procedure of finalising a document in the framework of the departments' activities
Financial documents (as per BUDG guidelines)
Minutes of meetings with other institutions or external stakeholders
Briefings/speaking/defensive for important meetings
Information received/ sent from/to other institutions or external stakeholders
Instruction notes, guidelines
Informal e-mails that attest situations or events, justify decisions made or otherwise explain the
development of official actions
Contributions to interservice consultations or preconsultations
Which e-mails should NOT be registered?
E-mails and circulated within an informal exchange of views between colleagues
E-mails exchanged between two or several members of staff in good faith in the "space to
Drafts (documents not yet validated by the person who will take the responsibility of them)
Information on one's personal situation
I don't want my colleagues to register my e-mail. What should I do?
The exemption from registration of documents exchanged between Commission departments
concerns documents where there is an agreement of good faith. You may initiate such an
agreement by introducing the e-mail with the following disclaimer: "This is an informal e-mail
which should not be registered"
If there are a lot of people who want to register an e-mail which they
consider important, what to do so that it doesn't get registered many
times with different numbers and sent to all of the recipients?
One has to ALWAYS check if the document can be found in the 'Received docs' of the Ares
recipient before creating and registering a new document. AresLook can automatically detect
There is an agreement between DGs that establish that, in general, it corresponds always to the
first DG in title to register a document/e-mail. Within the DG, the e-mail should be registered by
the first recipient, while respecting hierarchy if you are a desk officer and there is a HoU
before you as recipient, check if you can register it with the secretariat of the HoU.
How can I register a SeCem mail?
If you need to register a SeCem mail on Ares, you will have to load the non-encrypted (non
protected) version on Ares and use the filing and marking system of Ares to respect the
When in doubt, contact the DMO Team:
By mail: MOVE-ENER-ARES SUPPORT
By phone: ________________________________________________________________________