Memos, guidance and guidelines on record creation

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Mireia Crespo Castellano

Dear Mobility and Transport,

Under the right of access to documents in the EU treaties, as developed in Regulation 1049/2001, I am requesting documents which contain the following information:

1. Memos, guidance, guidelines, or training material (or any other document) for DG staff on record creation and/or record keeping . I am particularly interested in documents that refer to creation/keeping of:

• Agendas (diaries of public officials´ engagements), lists of meetings, minutes of meetings, lists of participants in meetings, and documents justifying decisions.

2. Memos, guidance, guidelines, or training material (or any other document) for DG staff on the processing of access to information requests.

Yours faithfully,

Mireia Crespo Castellano
Access Info Europe
Cava de San Miguel 8, 4C
28005
Madrid

Mobilité et transports

Dear Madam Castellano,

Subject: Your application for access to documents

We refer to your e-mail dated 02/09/2016 in which you make a request for access to documents,

The description given in your application does not enable us to identify concrete documents which would correspond to your request.

We therefore invite you, pursuant to Article 6(2) of Regulation (EC) No 1049/2001 regarding public access to documents, to provide us with more detailed information on the documents which you seek to obtain, such as references, dates or periods during which the documents would have been produced, persons or bodies who drafted the documents etc…

The 15 working days the time limit for handling your application will start running when we receive the requested clarifications.

Thank you in advance for your understanding.

Yours faithfully,

Agatino Valastro
European Commission

Directorate General for Mobility and Transport
Unit MOVE A-5
ACCESS DOCUMENTS.
▪ Postal address: DM 28 - 1/71, B-1049 Brussels
▪ Office address: Rue de Mot 28, B-1040 Brussels
▪ Tel. +32 2 29 52499
▪ Fax. +32 2 2969632
E-mail: [email address]

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Mireia Crespo Castellano

Dear Mobility and Transport,

Hereby I clarify my request:

In terms of timeframes, I would like to have access to all documents which have been produced in the past three years and/or (if produced earlier) are currently being used by the DG’s staff.

In terms of clarification, I presume that staff working on access to documents requests as well as those working to create and manage records, would have received some guidance or training.

For example: is there a document which states under which circumstances staff are required to keep a record of a meeting? If not, the response is “information not held” will suffice.

Similarly, is there a document which explains how a record of a decision should be recorded? (If not, an answer “information not held” will suffice).

What about guidance on giving reference numbers to documents once created?

For the access to documents team, what training have you received? Which documents do you use for guidance? What about the guidance on entering requests in the GESTDEM system?

I am interested in all documents held by the DG, whether or not created by it.

Yours faithfully

Mireia Crespo Castellano
Access Info Europe

Mobilité et transports

1 Attachment

Dear Mr Mireia Crespo Castellano

,

Subject:       Your application for access to documents / MOVE – Ref
GestDem No 2016/5311

Referring to your E-mail dated 05/09/2016 in which you clarified your
request for access to documents dated on 02/09/2016, we inform you that
your request has been registered on 05/09/2016 under the above mentioned
reference number.

Your application is currently being handled. However, we will not be in a
position to complete the handling of your application within the time
limit of 15 working days, which expires on 26/09/2016.

Due to its complexity, an extended time limit is needed to examine your
request of access to documents.

Therefore, we have to extend the time limit with 15 working days in
accordance with Article 7(3) of Regulation (EC) No 1049/2001 regarding
public access to documents. The new time limit expires on
17/10/2016.           

We apologies for this delay and for any inconvenience this may cause.

 

Agatino Valastro
European Commission

[1]Description: cid:image001.gif@01CD32BB.D96747B0
Directorate General for Mobility and Transport
Unit MOVE A-5
Legal Matters and Infringements
▪ Postal address: DM 28 - 1/71, B-1049 Brussels
▪ Office address: Rue de Mot 28, B-1040 Brussels
▪ Tel. +32 2 29 52499
▪ Fax. +32 2 2969632
E-mail: [2][email address]

 

 

 

 

 

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