Ref. Ares(2016)5506068 - 22/09/2016
FILING
Filing responsibility
The CF unit has to file documents for which it is responsible. If you are not CF of the document
you create, give a CLASS assignment to the CF. If you are not sure of the CF, associate the
CAD (ASOC for ve_dgt.cad) and indicate under Instructions: "add the CF".
If you work in Directorates A, B, C or D add a CLASS assignment for ve_dgt.cad in all
documents you create. The CAD will file them for you.
File contents
It is advised to check the contents of your files in order to locate the documents which are
wrongly filed. You can consult the contents of a file by clicking on the "file code" or the "specific
code" and then on the "+" sign. The list of the documents can be exported in .xls.
Creation of files
The creation of files has been centralized, please send your file creation requests to DGT-CAD.
Closure of files
As a result of the adoption of the
Common Retention List and of the
Archives Schedule, it is
even more important to close your files regularly. This way, the ARP (Administrative Retention
Period) of the file will start to run and the time of retention of the files within your archives will be
minimised.
You will be regularly contacted by the CAD on this subject.
Using the "Not to be filed" functionality
When can we use the functionality "not to be filed"?
The button "not to be filed" is available as long as the document has not been filed in my DG
If a user of my DG has decided "not to file" the document (or if the document is already filed in my DG), the
button "not to be filed" will not be available for users of my DG anymore.
Can we file a document that someone decided it should "not to be filed"?
Yes, the button allows not to file but does not prevent to file a document. The system does not remove
automatically the status "not to be filed" but it is still possible to remove it manually so long as the document
is filed in the DG.
Is it possible to know who chose "not to be filed" for a document?
Yes, using the same icon as for the filing
Who can find all documents "not to be filed" in my DG?
Users with DMO profile will have access to all the documents via NOMCOM or the filing plan in Ares (under
development)
14/10/2014