Dies ist eine HTML Version eines Anhanges der Informationsfreiheitsanfrage 'Rules for the implementation of Regulation 1049/2001'.

EASA MB 1-2004 
EASA MB decision 01-2004 
Finalized: 03.02.04 
 
European Aviation Safety Agency 
 
DECISION OF THE MANAGEMENT BOARD CONCERNING THE ARRANGEMENTS TO BE 
APPLIED BY THE AGENCY FOR PUBLIC ACCESS TO DOCUMENTS 
 
The Management Board 
 
−  Having regard to Regulation (EC) N° 1592/20021 of the European Parliament and 
of the Council of 15 July 2002 on common rules in the field of civil aviation and 
establishing a European Aviation Safety Agency, as amended by Regulation 
1642/20032 hereafter referred to as the “EASA Regulation”, and in particular to 
article 47 thereof, 
 
−  Whereas it is necessary to establish rules for implementing Regulation (EC) N° 
1049/2001 of the European Parliament and of the Council of 30 May 2001 
regarding public access to European Parliament, Council and Commission 
documents3 hereafter referred to as “Regulation 1049/2001”, 
 
−  Having regard to the Opinion of the Advisory Body of Interested Parties4, 
 
Has adopted this Decision: 
 
Article 1 - applicability and scope 
 
1. This Decision prescribes the arrangements under which the public shall be granted 
access to documents held by the Agency. 
 
2. Citizens of the European Union and natural or legal persons residing or having their 
registered office in a Member State shall exercise their right of access to Agency 
documents pursuant to Article 2(1) of Regulation 1049/2001. 
 
3. Pursuant to Article 2(2) of Regulation 1049/2001, citizens of third countries not 
residing in a Member State and legal persons not having their registered office in one 
of the Member States shall enjoy the right of access to Agency documents on the same 
terms as the beneficiaries referred to in Article 2(1) of Regulation 1049/2001. 
 
Article 2 - applications for access to Agency documents 
 
1. Applications for access to a document shall be sent to the Agency via the Agency's 
website, by electronic mail, by post or by fax. The relevant contact details are listed in 
the annex to this Decision and may be updated periodically. 
 
2. The Agency shall respond to initial and confirmatory applications within fifteen 
working days from the date of registration of the application. 
                                                 
1 Official Journal L 240, 7.9.2002, p. 1. 
2 Official Journal L 245, 27.9.2003, p. 5. 
3 Official Journal L 145, 31.5.2001, p. 43. 
4 Letter to the Chair of the Management Board ref. ABIPCS/cs-00022 of 20 January 2004 
 

 
 
3. In the case of complex or bulky applications, the deadline may be extended by 
fifteen working days. Reasons must be given for any extension of the deadline and 
any such extension must be notified to the applicant prior to expiry of the original 
deadline. 
 
4. If an application is imprecise, as defined in Article 6.2 of Regulation 1049/2001, 
the Agency shall invite the applicant to provide additional information to clarify the 
application. The deadline for the Agency to respond to the application shall be fifteen 
working days from receiving the information necessary to identify the document in 
question. 
 
5. Any decision to deny access to a document or part of a document shall state the 
reason for the refusal based on one of the exceptions listed in Article 4 of Regulation 
1049/2001. The applicant shall be informed of the remedies available to him or her. 
 
6. Pursuant to article 17.1 of Regulation 1049/2001, a report shall be annexed to the 
Agency’s annual report including the number of cases in which the institution refused 
to grant access to documents, the reasons for such refusals and the number of sensitive 
documents not recorded in the register. 
 
Article 3 - processing of initial applications 
 
1. Where the document requested is directly accessible as defined in article 12 of 
Regulation 1049/2001 and article 8 of this Decision, the applicant shall be notified as 
such together with details of how to retrieve the document in question. 
 
2. Applications relating to documents which are not directly accessible shall be 
acknowledged by the Agency pending an answer unless this answer can be sent by 
return post. 
 
3. The acknowledgement of receipt and the answer shall be sent in writing, where 
appropriate, by electronic means. 
 
4. The Agency’s document access co-ordinator shall inform the applicant of his/her 
decision with respect to the initial application. 
 
5. Any wholly or partly negative decision shall inform the applicant of his right to 
submit, within fifteen working days from receipt of the answer, a confirmatory 
application to the Agency. 
 
6. In the event of a total or partial refusal, the applicant may, within 15 working days 
of receiving the Agency's reply, make a confirmatory application asking the Agency 
to reconsider its position. 
 
7. Failure by the Agency to reply within the prescribed time limit shall entitle the 
applicant to make a confirmatory application. 
 
 
 

 
2

 
Article 4 – processing of confirmatory applications 
 
1. The Executive Director is authorised to take decisions regarding confirmatory 
applications. He/she shall be assisted in this task by the document access co-ordinator 
and, if necessary, the Agency unit which produced or received the document in 
question. 
 
2. The decision shall be notified to the applicant in writing, where appropriate by 
electronic means, and shall inform him or her of their right to bring an action before 
the Court of First Instance or, if appropriate, to lodge a complaint with the European 
Ombudsman. 
 
Article 5 – third-party documents 
 
1. Where the Agency receives an application for access to a document which it holds 
but which originates from a third party, the Agency shall check whether one of the 
exceptions provided for under article 4 of Regulation 1049/2001 applies. 
 
2. If, after that examination, the Agency considers that access to it must be refused 
under one of the exceptions provided for by Article 4 of Regulation 1049/2001, the 
negative answer shall be sent to the applicant without consultation of the third-party 
author. 
 
3. The Agency shall grant the application without consulting the third-party author 
where: 
 
a) 
the document requested has already been disclosed either by its author or 
under Regulation 1049/2001 or similar provisions; 
 
b) 
it is obvious that the disclosure, or partial disclosure, of its contents would not 
affect one of the interests referred to in Article 4 of Regulation 1049/2001. 
 
4. In all other cases, the third-party author shall be consulted. In particular, if an 
application for access concerns a document originating from a Member State, the 
Agency shall consult the originating authority where the Member State has requested 
the Agency not to disclose the document without its prior agreement, in accordance 
with Article 4.5 of Regulation 1049/2001. 
 
5. The third party consulted shall be given a deadline for reply which shall allow the 
Agency to respect its own deadline to reply to the applicant. In the absence of an 
answer within the prescribed period, or in those cases where the third party is 
untraceable or unidentifiable, the Agency shall reach a decision in accordance with 
the criteria set out in article 4 of Regulation 1049/2001, taking into account the 
legitimate interests of the third party on the basis of the information at his or her 
disposal. 
 
6. If the Agency intends to give access to a document against the explicit opinion of 
the author, he or she shall inform the author of his or her intention to disclose the 
document after a ten-working day period and shall draw his attention to the remedies 
available to him to oppose disclosure. 
 
3

 
 
 
Article 6 – exercise of the right of access 
 
1. Documents shall be sent by mail, fax or, if available, by e-mail. If documents are 
voluminous or difficult to handle, the applicant may be invited to consult the 
documents at the Agency’s premises. This consultation shall be free of charge. 
 
2. If the document has been published, the answer shall consist of the publication 
references or, for documents available on the Agency’s website or other websites, the 
appropriate Uniform Resource Locator (URL). 
 
3. Without prejudice to the Regulation in force relating to fees and charges payable to 
the Agency5, if the volume of the documents requested exceeds twenty pages, the 
applicant may be charged a fee. This fee shall be set by the Executive Director. Such 
charges are published in the annex to this Decision. Such fees shall not exceed a 
reasonable amount. 
 
Article 7 – measures facilitating access to documents 
 
1. In order to make the right of access provided for in Regulation 1049/2001 effective, 
the Agency shall provide access to a register of documents. The register shall be 
accessible in electronic form. 
 
2. The register of documents shall cover the following categories of Agency 
documents: 
 
(a)  Opinions (article 43 Regulation 1592/2002) 
(b) Certification specifications (including airworthiness codes and acceptable 
means of compliance); guidance material (article 43 1592/2002) 
(c)  Annual work programme (article 24.2.c Regulation 1592/2002) 
(d) Annual report (article 24.2.b Regulation 1592/2002) 
(e)  Annual safety review (article 11.4) 
(f)  Documents relating to the work of the Safety Standards Consultative 
Committee, the Advisory Group of National Authorities, including minutes, 
agendas, decisions and membership lists 
(g) Documents relating to the work of the Management Board and the Advisory 
Body of Interested Parties, including minutes, agendas, decisions and 
membership lists 
(h) Decisions of the Executive Director as specified in Regulation 1592/2002 as 
amended. 
 
3. A help page shall be provided to assist the public in finding specific documents. 
 
4. The register shall contain the title of the document (in the languages in which it is 
available), its serial number, a brief description of the contents, an indication of the 
author (Agency or third party), the date of its creation or adoption and the date of 
entry in the register. 
                                                 
[5 Reference to be added] 
 
4

 
 
5. For documents which are directly accessible the register shall include a hyperlink to 
the document in question. 
 
6. For documents which are not directly accessible, the register will provide details of 
how to request access. 
 
Article 8 - documents directly accessible to the public 
 
1. The following documents shall be made directly accessible by electronic means: 
 
(a)  procedures published in the Agency’s official publication in accordance with 
article 43.3 of Regulation 1592/2002; 
(b) the documents listed in article 23.1 of Regulation 1592/2002; 
 
2. As far as possible the following documents shall be made directly accessible by 
electronic means: 
 
(a)  documents originating from third parties which have already been disclosed by 
their author or with his or her consent; 
(b) documents already disclosed following a previous application. 
 
3. The Executive Director may add to the list of documents in paragraph 2 as 
appropriate. 
 
Article 9 internal organisation 
 
1. The Executive Director shall ensure coordination and uniform implementation of 
these rules by the Agency staff. To this end, he shall provide all the necessary advice 
and guidelines. 
 
2. The guidelines provided by the Executive Director shall include provisions 
informing applicants of their obligations with respect to the protection of copyright 
based on article 16 of Regulation 1049/2001. 
 
3. The guidelines provided by the Executive Director shall include provisions 
informing applicants for EASA approvals or certificates of the Agency’s policy with 
respect to access to documents and of measures they may take to help the Agency to 
ensure protection of commercial interests or other interests specified in article 4 of 
Regulation 1049/2001. 
 
4. The Executive Director shall designate a suitably-qualified person responsible for 
assessing initial applications for documents (“document access coordinator”) and for 
preparing decisions by the Executive Director with respect to confirmatory 
applications. 
 
 
 
 
 

 
5

 
Article 10 – entry into force 
 
This Decision shall enter into force upon publication in the Agency’s official 
publication. 
 
Done at Brussels, 
 
 
 
The Chairman 
 
Thilo Schmidt 
 
6

 
ANNEX 
 
Addresses for submission of applications for access to documents held by the 
European Aviation Safety Agency 
 
Applications shall be sent for the attention of the Document Access Co-ordinator by 
one of the methods below: 
 
1.  By post 
 
Document Access Co-ordinator 
European Aviation Safety Agency 
Postfach 10 12 53 
D-50452 Germany 
 
2.  By electronic mail: 
 
xxxxxxxxx@xxxx.xx.xxx 
 
3.  Via the Agency’s website: 
 
www.easa.eu.int 
 
4.  By fax: 
 
+49 221 89990 9501 
 
Charges to be levied at the discretion of the Executive Director for large 
documents 
 
EUR 0.10 per page plus carriage costs. 
 
 
7