This is an HTML version of an attachment to the Freedom of Information request 'Memos, guidance and guidelines on record creation DG ESTAT'.




 
Ref. Ares(2015)2559633 - 18/06/2015
Ref. Ares(2016)5857778 - 11/10/2016
EUROPEAN COMMISSION 
EUROSTAT 
 
Directorate A: Cooperation in the European Statistical System; International cooperation; 
  Resources 
Unit A-5: Legal and institutional affairs; Relations with EP; Document management 
 
 
 
PROCEDURE FOR CREATION AND CLOSURE OF MASTER FILES 
Creation (within 2 working days from request) 
1.  The requester (in principle a DMO Correspondent) posts Master File creation 
request (template available at https://myintracomm.ec.europa.eu/dg/ESTAT/6-
tools/doc_adm/Pages/master-files.aspx) t
o the functional mailbox ESTAT 
MASTER FILES xxxxxxxxxxxxxxxxxx@xx.xxxxxx.xx 
2.  The DMO or a member of the NomCom Team checks the request as follows: 
a.  Consistency between Master File type and CRL category. 
b.  Consistency between Master File type and terminal heading. 
c.  The proposed title is e-Domec compliant. 
d.  All relevant metadata are included in the request. 
3.  Check for existing Master Files with same title and terminal heading to avoid 
duplicates. 
a.  For Call for Tenders/Proposals: in order to avoid duplicates in the call 
number, carry out a NomCom search for “title contains” 
<xxxxx(DTM).yyyy(YEAR)>. If a call number with the same DTM and 
year exists, check that the new one will not have the same serial number 
(last three digits). If so, assign a Master File Specific Code with the first 
number available and create the call number accordingly. 
4.  Create the Master File in NomCom. 
a.  Dossier editors: nc_estat_he, nc_estat_fc (automatically set up by 
NomCom) 
b.  Users: the requesting unit + any other entities or users (if so requested in 
the e-mail message accompanying the creation request). Exception: for 
Master Files under CRL categories 7.1.2, 7.1.3, 7.1.4, 7.1.5, 12.6.1.B, 
12.6.1.C, 12.6.1.D, 12.6.1.E the virtual entity of the Financial Cell and of 
financial verification should be included. 
Any Master Files concerning staff matters (under terminal headings 
10.02.01.34.931 or subfolders under 10.02.06.34.998) must bear the Head 
of Unit as the only user. On formal request by the Head of Unit, the Unit 
Secretary can be added as user. 
 
Commission européenne, 2920 Luxembourg, LUXEMBOURG - Tel. +352 43011 

 
This rule does not apply to Master Files whose chef-de-file is Unit A2. 
c.  Readers: estat. Exceptions: for Master Files under CRL categories 7.1.2, 
7.1.3, 7.1.4, 7.1.5, 12.6.1.B, 12.6.1.C, 12.6.1.D, 12.6.1.E the virtual entity 
of the Financial Cell should be included. 
Any Master Files concerning staff matters (under terminal headings 
10.02.01.34.931 or subfolders under 10.02.06.34.998) must bear the Head 
of Unit as the only reader. On formal request by the Head of Unit, the Unit 
Secretary can be added as reader. 
This rule does not apply to Master Files whose chef-de-file is Unit A2. 
5.  Update the Tableau d’Archivage. 
6.  Print the label (if requested) and send it to the DMO Correspondent. 
7.  Notify the DMO Correspondent by e-mail. 
8.  Archive the printout of the request as working document. 
 
 



 
 
Contract/Grant related specific procedure 
 
Note: when the Contract/Grant Master File is created, the respective Call for 
Tender/Proposal must be closed unless otherwise requested and justified in writing by 
the chef-de-file. 

 
 



 
Closure (within 5 working days from request) 
1.  The requester (in principle a DMO Correspondent) posts Master File closure 
request (template available at https://myintracomm.ec.europa.eu/dg/ESTAT/6-
tools/doc_adm/Pages/master-files.aspx) t
o the functional mailbox ESTAT 
MASTER FILES xxxxxxxxxxxxxxxxxx@xx.xxxxxx.xx 
2.  The DMO or a member of the NomCom Team checks that all relevant metadata 
are included in the request. 
3.  The metadata are updated in NomCom and the Master File closed. 
9.  Update the Tableau d’Archivage. 
10. Print the label (if requested) and send it to the DMO Correspondent. 
11. Notify the DMO Correspondent by e-mail. 
12. Archive the printout of the request as working document. 
 
 
 

Electronically signed on 18/06/2015 14:49 (UTC+02) in accordance with article 4.2 (Validity of electronic documents) of Commission Decision 2004/563