Ref. Ares(2016)5450595 - 20/09/2016
EUROPEAN COMMISSION
Secretariat-General
Directorate B - Institutional and Administrative Policies
SG.B.1-Corporate Management, Budget and Administration
14 September 2016
e-m
ail: xxxxxxxxxxxxxxxxxxxxxxxxx@xxxxxxxx.xxx
Subject: Your access to documents request - Memos, guidance and guidelines on record
creation - Ref. GestDem 2016/4877
Dear Mrs Crespo Castellano,
We refer to your e-mail dated 02/09/2016 in which you make a request for access to documents,
registered on 02/09/2016 under the above mentioned reference number.
You have requested documents which contain the following information:
1. Memos, guidance, guidelines, or training material (or any other document) for SG 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.
Our unit in SG defines and monitors the implementation of the corporate document management
and archival policy in the European Commission (e-Domec), i.e. we produce the guidelines on
document management and archival policy for the entire Commission.
We do not make a difference in treatment between the types of documents mentioned by you above
(agendas, minutes etc); all of them are official documents and fall under the same rules for
document management, i.e. they are registered and filed in accordance with the rules.
Our rules and guidance is already public on the Europa website
http://ec.europa.eu/archival-
policy/legal_basis_en.htm.
In addition to these we annex the following posters, brochures and training materials. In some
documents personal data had to be removed (blackened).
Poster: 10 principles of good document management
e-Domec Toolkit
e-Domec INTRO: Introduction to document management in the Commission
Guidelines on registration (not updated since 2004)
Document management and access to documents - Note to Directors General and Heads of
Cabinet and annexes
Yours sincerely,
Julien GUERRIER
Commission européenne/Europese Commissie, 1049 Bruxelles/Brussel, BELGIQUE/BELGIË - Tel. +32 22991111
Electronically signed on 19/09/2016 18:00 (UTC+02) in accordance with article 4.2 (Validity of electronic documents) of Commission Decision 2004/563
