Ref. Ares(2016)5930413 - 14/10/2016
Ref. Ares(2011)339701 - 28/03/2011
INITIAL APPLICATIONS FOR PUBLIC ACCESS TO DOCUMENTS – WORKFLOW
ANNEX I
received directly by R4
Request
received directly by unit
R4 locates the
requested
YES
Requested
NO
Unit registers request in Ares, acknowledges
document(s),
document(s)
receipt and informs R4 (via Ares and/or by
prepares, sends and
already in the
email)
registers the reply in
public domain?
Ares
more than one unit
Request concerns
one unit only
R4 assigns request to competent units via Ares
R4 assigns request to competent unit via Ares
R4 registers request in the SG GESTDEM database and if required, acknowledges receipt and
prepares necessary templates (e.g. document /meeting lists etc)
Each unit identifies and assesses
Unit identifies and assesses relevant/requested
relevant/requested document(s), whenever needed
document(s), whenever needed with the support
with the support of R4, and if applicable, compiles
of R4, and if applicable, compiles document
document register and consults third parties
register and consults third parties
R4 coordinates the contributions of units and if
necessary, liaises with other DGs and the SG
If necessary, R4 liaises with other DGs and the
SG
Lead unit
or R4 drafts accompanying note
Unit drafts accompanying note
R4 carries out the formal quality control
Lead unit
or R4 prepares signatory
Unit prepares signatory
Lead unit
or R4 sends and registers reply in Ares
Unit sends and registers reply in Ares and informs
R4
R4 registers the reply in the SG GESTDEM database