Ref. Ares(2014)3576039 - 28/10/2014
EUROPEAN COMMISSION
DIRECTORATE-GENERAL
REGIONAL AND URBAN POLICY
Policy
Legal Affairs
Brussels,
REGIO B.4/
/ (2014)
NOTE TO HEADS OF UNIT, DG REGIO
Subject: Access to Documents
Dear colleagues,
The Secretariat-General has published a new guide for Access to documents that you will
find attached to this note.
We would draw your attention to the following points:
1. Arrival of a request
Unit receives a request directly
A citizen sends an e-mail requesting access to a document. This email should be
forwarded to REGIO ACCES DOCUMENTS, asking for registration and attribution of
the request.
From ARES:
The Unit receives a task with a deadline that should be respected. If there is any problem
(wrong attribution, doubts, etc.), the Unit should contact as soon as possible REGIO
ACCES DOCUMENTS.
2. Response to the request
Positive response
The responsible unit has 15 working days (the exact deadline is indicated in the request)
to answer directly the applicant, with a copy either to the mailbox REGIO ACCES
DOCUMENTS or to the virtual entity "ve_regio.acces documents".
Negative response / partial access
If a negative response is given to the applicant and access to the requested document is
refused, the responsible unit must first contact REGIO.B4 (
) for advice.
A letter to the applicant must be prepared for the signature of the Director-General, with
visa of REGIO.B4. This letter should include:
Commission européenne/Europese Commissie, 1049 Bruxelles/Brussel, BELGIQUE/BELGIË - Tel. +32 22991111
Office: BU-5
1) a clear list of the documents falling within the scope of the request;
2) a description of the content of the document(s) or part(s) of document(s) refused;
3) the conclusion of the DG after a detailed examination, and the reasons for refusing
access;
Please remember to substantiate the answer with the details related to your case.
In case of a negative reply to a request for access to observations related to not yet
adopted decisions on partnership agreements or programmes, please use the template
agreed by the Stock-taking Group.
If you are unable to reply within the 15-day deadline
Send the applicant a letter, before the expiry of the 15-day deadline, notifying him or her
of the extension of the deadline and giving reasons for the extension of the deadline.
Please do not forget to put REGIO ACCES DOCUMENTS in copy.
The GESTDEM reference must always be indicated in any letter or email to the applicant
and REGIO ACCES DOCUMENTS should always be in copy.
out of the scope of the request
out of the scope of the request
Failure to reply within the prescribed time limit constitutes a tacit refusal and entitles the
applicant to make a confirmatory application to the Secretary General, which will then
take a final decision on behalf of the Commission. The applicant can then challenge this
decision either by filling a complaint to the Ombudsman or by appeal to the General
Court.
For further information or questions, please do not hesitate to send an email to REGIO
ACCES DOCUMENTS.
CC: REGIO Directors,
(REGIO.DGA1),
(REGIO.DGA1.B ),
( REGIO.DGA2) ,
(REGIO )
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