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



Ref. Ares(2016)5857778 - 11/10/2016
Ref. Ares(2015)559069 - 10/02/2015
INCOMING PAPER MAIL – Always registered by the Ares Team (CAD) 
 
❶ISO CODE - (Country of the external organisation) ❷TYPE OF DOCUMENT (report, approval letter, 
contract, Invitation, invoice etc...) ❸ REFERENCES – contract number, invoice number …  TITLE of 
PROJECT. 
Examples: 
BE - CALL FOR TENDER - BUDG/11/PO/03 - Supply of technical assistance - LOT 1 
EE - FINAL REPORT - 20721.2013.002-2013.159 - Linking micro data on external trade and 
business statistics 

 
Important – as from 01.03.2015 - All emails must be registered by the original recipient with 
Areslook only, (SecGen note Ares(2015)182108). Outgoing emails must be registered via 
“Areslook Send”. 
™ For email messages, please add the symbol @ next to the ISO code : 
LU@ - ❷ - ❸ - ❹ 
Examples: 
AT@ - FINAL REPORT - 07131.2013.001-2013.371 – Flows estimate and questionnaire on HEU 

IT@- INVOICE 17/B/14 - 50501.2009.006-2009.393 SC N°8 - Activity 1 - Update of Maritime 
Routes Network and Activity 2 - Update of Port Distance Calculation Tool 

OUTGOING PAPER MAIL: Registered by the Units 
LU – out - ❷ - ❸ - ❹ 
Example: 
DE - out – FINAL TECHNICAL REPORT - 07131.2013.001-2013.371  
IE - out - Final technical & financial report - 60907.2010.001-2011.009 – Organic farming 
statistics 
 
SPECIAL CASES: paper mail sent to multiple recipients located in different Countries 
OUT - ❷ - ❸ - ❹ 
 
™ For email messages add @ next to the ISO code + OUT 
LU@out - ❷ - ❸ - ❹ 
Examples: 
UK@out - Eurostat feedback on the recent administrative deliverables - 11111.2013.001-
2013.592 – Methodological support 
FR@out - Industrial producer prices, domestic market - March - Eurostat News Release 71/2014 

SPECIAL CASES: International Organisations (NATO – OEDC – UNITED NATIONS …) or invitations to 
National Institutes of Statistics 
Examples: 
NATO (@ if email) –❷ - ❸ - ❹                 or 
NATO – out (if outgoing) and NATO@out (if outgoing email) 
INS (@ if email) –❷ - ❸ - ❹ 
 
SPECIAL CASES: e-mail sent to multiple recipients for calls for tenders/calls for proposals 
PUBLIC@out - ❷ - ❸ - ❹ 
 
SPECIAL CASES: Multiple recipients within the Commission: DGs@out - ❷ - ❸ - ❹ 
Email internal to the Commission (AGRI, DIGIT, HR…) and EUROSTAT  
These documents should be sent and registered directly via Areslook by the original sender or recipient.  
ESTAT (@ if email) – ❷ - ❸ - ❹ (internal Eurostat)   
 
AGRI@out (email) - ❷-❸-❹ 
AGRI (@if email)-❷ - ❸ - ❹ (income from DG AGRI)