Ref. Ares(2016)1351734 - 17/03/2016
DG TRADE
Documents that can be destroyed
Indicative, non-exhaustive list of working files and other documents that can be
destroyed by the units
TYPE OF FILE
WHEN TO
REMARKS REASON
DESTROY
Copies
When no longer
Working files with no administrative or
needed
legal value
Mission orders
After 1 year
Copies with no legal value. The originals
are saved in MIPS
Deduction of the mission costs
After 1 year
Copies with no legal value. The originals
(apart from the mission report
are saved in MIPS and with the PMO
itself which must be filed
separately and preserved )
Unsolicited applications
2 years after the
Sensitive information
According to the Common Retention List
closure of the file, at
(1)
(CRL), the destruction is mandatory for
the end of the year
files post-2004
Human resources files in units
When no longer needed
Sensitive information
According to the Common Retention List
other that the human resources
and, in any
(1)
(CRL), the destruction is mandatory for
unit (e.g. staff management,
event when the person
files post-2004
absences, vacant posts, etc.)
concerned has left the
unit
Old
Chronos (containing only
2 years after the
Copies with no administrative or legal
CopiesÆ: chronos-type files
closure of the file, at
value. The originals must be preserved
should not contain originals)
the end of the year
with the official files.
Publications
When the information
Keep only 1 copy in
They take unnecessary space in the
is no longer up to date
FR and EN
archives
Working files
When no longer needed
Working files with no administrative or
legal value
Presence lists
1 year after the last
Sensitive information
According
DPO-3050.3 DG Trade –
action
(1)
Meetings, workshops, seminars,
conferences, events, including mailing-
lists and contact lists
Personal/individual working
When no longer needed
No value for the institution
files, including e-mails and
reference documents
1 Controlled destruction: contact TRADE GBI for practical advice