Ceci est une version HTML d'une pièce jointe de la demande d'accès à l'information 'Memos, guidance and guidelines on record creation'.





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