Memos, guidance and guidelines on record creation

The request was successful.

Mireia Crespo Castellano

Dear Service for Foreign Policy Instruments,

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 FPI 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 FPI staff on the processing of access to information requests.

Yours faithfully,

Mireia Crespo Castellano
Access Info Europe
Cava de San Miguel 8, 4C
28005
Madrid

Foreign Policy Instruments

1 Attachment

Dear Mrs Crespo Castellano,

 

Thank you for your e-mail  dated 02/09/2016.  We hereby acknowledge
receipt of your application for access to documents, which was registered
on 02/09/2016  and divided into 2  reference numbers :

 

GESTDEM  2016/4877           => SGR3 1. Memos, guidance, guidelines, or
training material (or any other document) for FPI 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.)

 

GESTDEM 2016/4880            => SGB4 (2. Memos, guidance, guidelines, or
training material (or any other document) for FPI staff on the processing
of access to information requests.)

 

 

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
23/09/2016. 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,

 

ACCESS TO DOCUMENTS TEAM
[1]cid:image001.gif@01D1AAC8.E6AD8E50
European Commission
Secretariat General

Unit B4 – Transparency

 

show quoted sections

Foreign Policy Instruments

1 Attachment

Dear Mrs Crespo Castellano,

 

Thank you for your e-mail  dated 02/09/2016.  We hereby acknowledge
receipt of your application for access to documents, which was registered
on 02/09/2016 under reference number GESTDEM  2016/4899

 

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
23/09/2016. 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,

 

ACCESS TO DOCUMENTS TEAM
[1]cid:image001.gif@01D1AAC8.E6AD8E50
European Commission
Secretariat General

Unit B4 – Transparency

 

show quoted sections

Foreign Policy Instruments

7 Attachments

For the attention of Ms Mireia Crespo Castellano - Access Info Europe -
Cava de San Miguel 8, 4C – 28005 Madrid (Spain)

Subject: Your application for access to documents – Ref. GestDem No
2016/4899

Dear Madam,

We refer to your e-mail dated 02/09/2016 in which you make a request for
access to documents, registered on 02/09/2016 under the above mentioned
reference number.

 

You have requested documents which contain the following information:

 

1.      Memos, guidance, guidelines, or training material (or any other
document) for FPI staff on record creation and/or record keeping . You are
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 there is neither specific guidance or training material
for FPI staff on record creation and/or record keeping. As any other
department of the European Commission, FPI applies the archival policy of
the European Commission via the so-called e-Domec, the "Electronic
Archiving and Document Management Policy of the European Commission". All
the document management guidance is available in this Internet website of
EUROPA: [1]http://ec.europa.eu/archival-policy/lega...

 

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

We enclose a copy of the document requested containing the FPI guidance
for handling requests for access to documents.

Please note that the names of the staff members appearing in this document
and its annexes have been redacted, in conformity with Article 4(1)(b) of
Regulation 1049/2001 on Access to Documents ("Protection of privacy and
integrity of the individual, in particular in accordance with Community
legislation regarding the protection of personal data").

Based on the information available, the necessity of disclosing the
personal data has not been established and it cannot be assumed that such
disclosure would not prejudice the legitimate rights of the persons
concerned.

If you wish to receive these personal data, you would be invited to
demonstrate the need for having these personal data transferred and the
absence of any adverse effects to the legitimate rights of the individuals
concerned in the meaning of Article 8(b) of Regulation 45/2001 on Data
Protection.

 

You may reuse the documents 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 this document. Please
note that the Commission does not assume liability stemming from the
reuse.^[1]

^[1] See the Decision of the Commission of 12 December 2011
(2011/833/EU), OJ L 330/39 of 14 December 2011 for details; this Decision
does not apply to documents for which third parties hold the copyrights,
Article 2 (2) (b).

 

 

You lodged your application via the AsktheEU.org website. We remind you
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,

 

 

[2]cid:image001.gif@01CFE87F.3A8885B0
European Commission
Service for Foreign Policy Instruments (FPI)

Access to Documents

 

 

From: SG DOSSIERS ACCES
Sent: Friday, September 02, 2016 2:35 PM
To: FPI ACCESS TO DOCUMENTS
Subject: FW: access to documents request - Memos, guidance and guidelines
on record creation - GESTDEM 2016/4899

 

Chers collègues,

Je vous prie de bien vouloir traiter la demande d'accès aux documents
 ci-dessous.

Je me permets de vous rappeler que le délai impératif de réponse est de 15
jours ouvrables à partir de l'enregistrement de la demande (délai
23/09/2016).

PS. Notez que cette demande a été envoyée à toutes les DG (inclus le SG,
…)

 

Bien cordialement.

 

DANIEL VANCAMPENHOUT
Assistant
[3]cid:image001.gif@01D1A0AD.39CF0530
European Commission
Secretariat General

Unit B4 – Transparency

 

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Mireia Crespo Castellano

Dear Service for Foreign Policy Instruments,

Thank you very much for your response.

Yours faithfully,

Mireia Crespo Castellano
Access Info Europe