Memos, guidance and guidelines on record creation DG ECFIN

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Dear Economic and Financial Affairs,

Under the right of access to documents in the EU treaties, as developed in Regulation 1049/2001, I am requesting documents which contain the following information:

1. Memos, guidance, guidelines, or training material (or any other document) for DG staff on record creation and/or record keeping. I am particularly interested in documents that refer to creation/keeping of:

· Agendas (diaries of public officials´ engagements), lists of meetings, minutes of meetings, lists of participants in meetings, and documents justifying decisions.

2. Memos, guidance, guidelines, or training material (or any other document) for DG staff on the processing of access to information requests.

Yours faithfully,

Wiesje van Nunen
Access Info Europe
Cava de San Miguel 8, 4C
28005
Madrid

Economic and Financial Affairs

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Dear Madam,
 
Thank you for your e-mail dated 02 September 2016.  We hereby acknowledge
receipt of your application for access to documents, which was registered
on 05 September 2016 under reference number GestDem 2016/4943.
 
In accordance with Regulation (EC) No 1049/2001 regarding public access to
European Parliament, Council and Commission documents, your application
will be handled within 15 working days. The time limit will expire on 26
September 2016. In case this time limit needs to be extended, you will be
informed in due course.
 
You have lodged your application via the AsktheEU.org website. Please note
that this is a private website which has no link with any institution of
the European Union. Therefore the European Commission cannot be held
accountable for any technical issues or problems linked to the use of this
system.
 
Yours faithfully,
 
 
 
 
 
 
ECFIN ACCESS TO DOCUMENTS TEAM
 
European Commission
Directorate-General for Economic and Financial Affairs
Unit R.1: Organisational performance and talent management, business
continuity and control
 
 
 
 

Economic and Financial Affairs

4 Attachments

 
To: Wiesje van Nunen on behalf of Access Info Europe
 
 
 
Dear Madam,
 
We refer to your e-mail dated 02/09/2016 in which you make a request for
access to documents, registered on 05/09/2016 under the above mentioned
reference number.
 
You have asked for
 
 

 1. Memos, guidance, guidelines, or training material (or any other
document) for DG staff on record creation and/or record keeping. I am
particularly interested in documents that refer to creation/keeping
of:

Agendas (diaries of public officials´ engagements), lists of meetings,
minutes of meetings, lists of participants in meetings, and documents
justifying decisions.
 
Please note that diaries of our staff, kept in the Outlook-calendar, and
their content do not constitute an existing document in the meaning of
Regulation (EC) Nr. 1049/2001. If the content would have to be extracted
from the Outlook-calendar, it would mean to create a new document, which
would be out-of-scope of Regulation (EC) Nr. 1049/2001; as regards the
existence of possible personal diaries kept by staff members, these are
certainly not documents of the institution in the meaning of Regulation
(EC) Nr. 1049/2001.
 

 2. Memos, guidance, guidelines, or training material (or any other
document) for DG staff on the processing of access to information
requests.

 
Please note that your wording 'access to information requests' has been
interpreted as covering as well access-to-documents-requests.
 
We enclose copies of the three documents
 

* Note: Email retention policy and ARESlook ( Ares(2015)1874649 – 4
March 2015)
* MANUAL FOR HANDLING ACCESS TO DOCUMENTS REQUESTS (Version 2 March
2016)
* PowerPoint presentation: Unusual but important procedures (part one) -
Access to documents requests (DG ECFIN Summer School 2016)

 
falling under your request.
 
You may reuse the document requested free of charge for non-commercial and
commercial purposes provided that the source is acknowledged, that you do
not distort the original meaning or message of the document. Please note
that the Commission does not assume liability stemming from the reuse.
 
Yours faithfully,
 
Linda ROWAN, Head of Unit R.1  - Organisational performance and talent
management, business continuity and control
 
 
 
 
 
 
 
ECFIN ACCESS TO DOCUMENTS TEAM
 
European Commission
Directorate-General for Economic and Financial Affairs
Unit R.1: Organisational performance and talent management, business
continuity and control
 
 
 
 

Dear Economic and Financial Affairs,

Thank you for your response and the accompanying information about access to information guidelines within your DG. However, I am not satisfied with the response to the first part of my request, related to:

'' Memos, guidance, guidelines, or training material (or any other document) for DG staff on record creation and/or record keeping. I am particularly interested in documents that refer to creation/keeping of:

· Agendas (diaries of public officials´ engagements), lists of meetings, minutes of meetings, lists of participants in meetings, and documents justifying decisions''

In response to this part of the request you only attached an email explaining the new policy of automatically deleting emails, which does not answer my request. I am not interested in the diaries themselves, but I am more interested in knowing whether there are rules on what kinds of meetings should be recorded and how they are recorded etc.

Can you please provide me an answer concerning this specific part of my request?

Thank you in advance.

Yours faithfully,

Wiesje van Nunen

Economic and Financial Affairs

Dear Madam,

as to your follow-up question, raised in your below email, dated 30 September, we inform you about the following:

There are no specific rules in force in DG ECFIN describing which or when a meeting has to be convened and when and how minutes have to be drawn up.
It is up to the service concerned to decide on that according to their needs.

To the directors general, the obligation to record (certain) external meetings in the internal Application for Transparent Meetings with Organisations and Self-employed individuals (ATMOS) applies;
For the meetings of the Director-General of DG ECFIN you can find a link on Marco Buti's website http://ec.europa.eu/dgs/economy_finance/...

Yours sincerely,

ECFIN ACCESS TO DOCUMENTS TEAM
 

European Commission
Directorate-General for Economic and Financial Affairs
Unit R.1: Organisational performance and talent management, business continuity and control

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Economic and Financial Affairs

1 Attachment

As a follow-up to our previous email, please find attached another document regarding record creation in DG ECFIN targeted at all staff in the department, dated January 2013,
that can be released.

Regards,

ECFIN ACCESS TO DOCUMENTS TEAM
 

European Commission
Directorate-General for Economic and Financial Affairs
Unit R.1: Organisational performance and talent management, business continuity and control

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