2000Q3614 — EN — 24.01.2002 — 003.001 — 1
This document is meant purely as a documentation tool and the institutions do not assume any liability for its contents
►B RULES OFPROCEDURE OFTHE COMMISSION
(C(2000)3614)
(OJ L 308, 8.12.2000, p. 26)
Amended by:
Official Journal
No page date
►M1Commission Decision 2001/844/EC, ECSC, Euratom of 29 November
2001L 317 1 3.12.2001
►M2Commission Decision 2001/937/EC, ECSC, Euratom of 5 December
2001L 345 94 29.12.2001
►M3Commission Decision 2002/47/EC, ECSC, Euratom of 23 January 2002 L 21 23 24.1.2002
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RULES OFPROCEDURE OFTHE COMMISSION
(C(2000)3614)
THE COMMISSION OF THE EUROPEAN COMMUNITIES,
Having regard to the Treaty establishing the European Coal and Steel
Community, and in particular Article 16 thereof,
Having regard to the Treaty establishing the European Community, and
in particular Article 218(2) thereof,
Having regard to the Treaty establishing the European Atomic Energy
Community, and in particular, Article 131 thereof,
Having regard to the Treaty on European Union, and in particular Arti-
cles 28(1) and 41(1) thereof,
HAS ADOPTED THESE RULES OF PROCEDURE:
CHAPTER I
THE COMMISSION
Article 1
The Commission shall act collectively in accordance with these Rules
and in compliance with the political guidelines laid down by the Presi-dent.
Article 2
In compliance with the political guidelines laid down by the President,
the Commission shall establish its priorities and each year adopt its
work programme.
Article 3
The President may assign to Members of the Commission special fields
of activity with regard to which they are specifically responsible for thepreparation of Commission work and the implementation of its deci-sions. He may also change these assignments at any time.
The President may set up working groups of Members of the Commis-
sion, whose chairpersons he will designate.
The President shall represent the Commission. He shall designate the
Members of the Commission to assist him in this task.
Article 4
Commission decisions shall be taken:
(a) at meetings;
or
(b) by written procedure in accordance withArticle 12;
or
(c) by empowerment in accordance withArticle 13;
or
(d) by delegation in accordance withArticle 14.
Section I
Commission meetings
Article 5
Meetings of the Commission shall be convened by the President.2000Q3614 — EN — 24.01.2002 — 003.001 — 2
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The Commission shall, as a general rule, meet at least once a week. It
shall hold additional meetings whenever necessary.
Members of the Commission shall be required to attend all meetings.
The President shall judge whether Members may be released from thisrequirement in certain circumstances.
Article 6
The President shall adopt the agenda of each meeting, taking into
account in particular the work programme provided for in Article 2.
Without prejudice to the prerogative of the President to adopt the
agenda, any proposal involving significant expenditure must bepresented in agreement with the Member of the Commission respon-sible for the budget.
If a Member of the Commission proposes the inclusion of an item on
the agenda, the President shall, save in exceptional circumstances, begiven nine days' notice.
The agenda and the necessary working documents shall be circulated to
the Members of the Commission within the time limit and in the
working languages prescribed by the Commission in accordance with
Article 25.
Where a Member of the Commission requests that an item be with-
drawn from the agenda, the item shall, provided the President agrees,be held over for the next meeting.
The Commission may, on a proposal from the President, discuss any
question which is not on the agenda or for which the necessaryworking documents have been distributed late. It may decide bymajority vote not to discuss an item on the agenda.
Article 7
The number of Members present required to constitute a quorum shall
be equal to a majority of the number of Members specified in theTreaty.
Article 8
The Commission shall take decisions on the basis of proposals from
one or more of its Members.
A vote shall be taken if any Member so requests. The vote may be on a
proposal as originally made or as amended by the Member or Membersresponsible or by the President.
Commission decisions shall be adopted if a majority of the number of
Members specified in the Treaty vote in favour. This majority shall be
required irrespective of the tenor and nature of the decision.
Article 9
Meetings of the Commission shall not be public. Discussions shall be
confidential.
Article 10
Save as otherwise decided by the Commission, the Secretary-General
shall attend meetings. Attendance of other persons shall be determinedin accordance with the rules to give effect to these Rules of Procedure.
In the absence of a Member of the Commission, his Chef de cabinet
may attend the meeting and, at the invitation of the President, state
the views of the absent Member.
The Commission may decide to hear any other person.
Article 11
Minutes shall be taken of all meetings of the Commission.2000Q3614 — EN — 24.01.2002 — 003.001 — 3
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The draft minutes shall be submitted to the Commission for approval at
a subsequent meeting. The approved minutes shall be authenticated bythe signatures of the President and the Secretary-General.
Section II
Other decision-making procedures
Article 12
The agreement of the Commission to a proposal by one or more of its
Members may be obtained by means of a written procedure, providedthe Directorates-General directly involved are in agreement and theproposal has been endorsed by the Legal Service.
For this purpose, the text of the proposal shall be circulated in writing
to all Members of the Commission in the languages prescribed by the
Commission in accordance withArticle 25, witha time limit with inwhich Members must make known any reservations or amendmentsthey wish to make.
Any Member of the Commission may, in the course of the written
procedure, request that the proposal be discussed. He shall send a
reasoned request to that effect to the President.
A proposal on which no Member of the Commission has made a reser-
vation and maintained it up to the time limit set for a written procedureshall stand adopted by the Commission. Proposals adopted shall berecorded in a day note which shall be recorded in the minutes of the
next meeting.
Article 13
The Commission may, provided the principle of collective responsi-
bility is fully respected, empower one or more of its Members to takemanagement or administrative measures on its behalf and subject tosuchrestrictions and conditions as it sh all impose.
The Commission may also instruct one or more of its Members, with
the agreement of the President, to adopt the definitive text of any
instrument or of any proposal to be presented to the other institutionsthe substance of which has already been determined in discussion.
Powers conferred in this way may be subdelegated to the Directors-
General and Heads of Service unless this is expressly prohibited inthe empowering decision.
The provisions of the first, second and third paragraphs shall be
without prejudice to the rules concerning delegation in respect of finan-cial matters or the powers conferred on the appointing authority andthe authority empowered to conclude contracts of employment.
Article 14
The Commission may, provided the principle of collective responsi-
bility is fully respected, delegate the adoption of management or
administrative measures to the Directors-General and Heads of Service,
acting on its behalf and subject to such restrictions and conditions as itshall impose.
Article 15
Decisions adopted by empowerment procedure or delegation procedure
shall be recorded in a day note which shall be recorded in the minutesof the next Commission meeting.2000Q3614 — EN — 24.01.2002 — 003.001 — 4
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Section III
Preparation and implementation of Commission decisions
Article 16
Members of the Commission may each appoint personal staff to assist
them in their work and in preparing Commission decisions.
A member of the Commission to whom an area of responsibility is
assigned shall give instructions to the relevant departments.
Article 17
The Secretary-General shall assist the President in preparing the
proceedings and meetings of the Commission. He shall also assist the
chairperson of the working groups set up under the second paragraphof Article 3.
He shall ensure that decision-making procedures are properly imple-
mented and that effect is given to the decisions referred to in Article 4.
He shall ensure the necessary coordination between departments in the
preparatory stages and shall see that the rules for submission of docu-ments are complied with.
He shall take the necessary steps to ensure that Commission instru-
ments are officially notified to those concerned and are published intheOfficial Journal of the European Communities and that documents
of the Commission and its departments are transmitted to the other
institutions of the European Communities.
He shall be responsible for official relations with the other institutions
of the European Communities, subject to any decisions by the Commis-sion to exercise any function itself or to assign it to its Members ordepartments. He shall monitor the proceedings of the other institutionsof the European Communities and keep the Commission informed.
Article 18
Instruments adopted by the Commission in the course of a meeting
shall be attached, in the authentic language or languages, in such away that they cannot be separated, to a summary note prepared at the
end of the meeting at which they were adopted. They shall be authen-
ticated by the signatures of the President and the Secretary-General onthe last page of the summary note.
Instruments adopted by written procedure shall be attached in the
authentic language or languages, in such a way that they cannot beseparated, to the day note referred to in Article 12. These instrumentsshall be authenticated by the signature of the Secretary-General on thelast page of the day note.
Instruments adopted by empowerment procedure shall be attached in
the authentic language or languages, in such a way that they cannot
be separated, to the day note referred to in Article 15. They shall beauthenticated by the signature of the Secretary-General on the lastpage of the day note.
Instruments adopted by delegation procedure, or by subdelegation in
accordance with the third paragraph of Article 13, shall be attached inthe authentic language or languages, in such a way that they cannot beseparated, to the day note referred to in Article 15. They shall be
authenticated by a certifying statement signed by the Director-General
or Head of Service.
For the purposes of these Rules, ‘instruments’ means any instrument as
referred to in Article 14 of the ECSC Treaty, Article 249 of the ECTreaty and Article 161 of the Euratom Treaty.
For the purposes of these Rules, ‘authentic language or languages’
means the official languages of the Communities in the case of instru-ments of general application and the language or languages of those towhom they are addressed in other cases.2000Q3614 — EN — 24.01.2002 — 003.001 — 5
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CHAPTER II
COMMISSION DEPARTMENTS
Article 19
A number of Directorates-General and equivalent departments forming
a single administrative service shall assist the Commission in theperformance of its tasks.
The Directorates-General and equivalent departments shall normally be
divided into directorates, and directorates into units.
Article 20
The Commission may, in special cases, set up specific structures to
deal with particular matters and shall determine their responsibilities
and method of operation.
Article 21
In order to ensure the effectiveness of Commission action, departments
shall work in close cooperation and in coordinated fashion in thepreparation or implementation of Commission decisions.
Before submitting a document to the Commission, the department
responsible shall, in sufficient time, consult other departments which
are associated or concerned by virtue of their powers or responsibilitiesor the nature of the subject, and shall inform the Secretariat-Generalwhere it is not consulted. The Legal Service shall be consulted on alldrafts or proposals for legal instruments and on all documents whichmay have legal implications. The Directorates-General responsible for
the budget, personnel and administration shall be consulted on all
documents which may have implications concerning the budget andfinances or personnel and administration respectively. The Directorate-General responsible for financial control shall likewise be consulted, asneed be.
The department responsible shall endeavour to frame a proposal that
has the agreement of the departments consulted. In the event of adisagreement it shall append to its proposal the differing viewsexpressed by these departments, without prejudice to Article 12.
CHAPTER III
DEPUTISING
Article 22
If the President is prevented from exercising his functions, they shall
be exercised by one of the Vice-Presidents or Members chosen in the
order laid down by the Commission.
Article 23
Where the Secretary-General is prevented from exercising his func-
tions, they shall be exercised by the Deputy Secretary-General or,where this is not possible, by an official designated by the Commis-
sion.
Article 24
Where a Director-General is prevented from exercising his functions,
they shall be exercised by the most senior Deputy Director-Generalpresent, and in the event of equal seniority, by the one who is eldest,
or, where this position does not exist, by an official designated by the
Commission. If no suchreplacement is designated, th e most seniorsubordinate present in the highest category and grade shall deputise,and in the event of equal seniority, the one who is eldest.
A Deputy Head of Unit, where the position exists, shall deputise for the
Head of Unit.2000Q3614 — EN — 24.01.2002 — 003.001 — 6
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Where any other superior is prevented from exercising his duties, the
Director-General shall designate an official in agreement with theMember of the Commission responsible. If no replacement is desig-
nated, the most senior subordinate present in the highest category and
grade shall deputise, and in the event of equal seniority, the one who iseldest.
FINAL PROVISIONS
Article 25
The Commission shall, as necessary, lay down rules to give effect to
these Rules of Procedure.
The Commission may adopt supplementary measures relating to the
functioning of the Commission and of its departments, which shall be
annexed to these Rules of Procedure.
Article 26
The Rules of Procedure of 18 September 1999, as amended by Deci-
sion 2000/633/EC, ECSC, Euratom, are repealed.
Article 27
These Rules of Procedure shall enter into force on 1 January 2001.
Article 28
These Rules of Procedure shall be published in the Official Journal of
the EuropeanCommunities .2000Q3614 — EN — 24.01.2002 — 003.001 — 7
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ANNEX
CODE OF GOOD ADMINISTRATIVE BEHAVIOUR FOR STAFF OF
THE EUROPEAN COMMISSION IN THEIR RELATIONS WITH THE
PUBLIC
Quality service
The Commission and its staff have a duty to serve the Community interest and,
in so doing, the public interest.
The public legitimately expects quality service and an administration that is
open, accessible and properly run.
Quality service calls for the Commission and its staff to be courteous, objective
and impartial.
Purpose
In order to enable the Commission to meet its obligations of good administrative
behaviour and in particular in the dealings that the Commission has with the
public, the Commission undertakes to observe the standards of good administra-
tive behaviour set out in this Code and to be guided by these in its daily work.
Scope
The Code is binding on all staff covered by the Staff Regulations of Officials
and the Conditions of Employment of Other Servants of the European Commu-
nities (hereinafter referred to as the ‘Staff Regulations’) and the other provisions
on relations between the Commission and its staff that are applicable to officials
and other servants of the European Communities. However, persons employed
under private law contracts, experts on secondment from national civil services
and trainees, etc. working for the Commission should also be guided by it in
their daily work.
Relations between the Commission and its staff are governed exclusively by the
Staff Regulations.
1. GENERAL PRINCIPLES
The Commission respects the following general principles in its relations
withth e public:
Lawfulness
The Commission acts in accordance with the law and applies the Rules and
Procedures laid down in Community legislation.
Non-discriminationandequaltreatment
The Commission respects the principle of non-discrimination and in parti-
cular, guarantees equal treatment for members of the public irrespective of
nationality, gender, racial or ethnic origin, religion or beliefs, disability, age
or sexual orientation. Thus, differences in treatment of similar cases must be
specifically warranted by the relevant features of the particular case in hand.
Proportionality
The Commission ensures that the measures taken are proportional to the aim
pursued.
In particular, the Commission will ensure that the application of this Code
never leads to the imposition of administrative or budgetary burdens out of
proportion to the benefit expected.
Consistency
The Commission shall be consistent in its administrative behaviour and shall
follow its normal practice. Any exceptions to this principle must be duly
justified.
2. GUIDELINES FOR GOOD ADMINISTRATIVE BEHAVIOUR
Objectivity andimpartiality
Staff shall always act objectively and impartially, in the Community interest
and for the public good. They shall act independently within the framework
of the policy fixed by the Commission and their conduct shall never be
guided by personal or national interest or political pressure.2000Q3614 — EN — 24.01.2002 — 003.001 — 8
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Informationonadministrativeprocedures
Where a member of the public requires information relating to a Commission
administrative procedure, staff shall ensure that this information is provided
within the deadline fixed for the relevant procedure.
3. INFORMATION ON THE RIGHTS OF INTERESTED PARTIES
Listeningtoallpartieswithadirectinterest
Where Community law provides that interested parties should be heard, staff
shall ensure that an opportunity is given to them to make their views known.
Dutytojustifydecisions
A Commission decision should clearly state the reasons on which it is based
and should be communicated to the persons and parties concerned.
As a general rule, full justification for decisions should be given. However,
where it may not be possible, for example because of the large number of
persons concerned by similar decisions, to communicate in detail the grounds
of individual decisions, standard replies may be given. These standard replies
should include the principal reasons justifying the decision taken. Further-
more, an interested party who expressly requests a detailed justification
shall be provided with it.
Dutytostatearrangementsforappeals
Where Community law so provides, decisions notified shall clearly state that
an appeal is possible and describe how to submit it, (the name and office
address of the person or department with whom the appeal must be lodged
and the deadline for lodging it).
Where appropriate, decisions should refer to the possibility of starting judi-
cial proceedings and/or of lodging a complaint withth e European
Ombudsman in accordance with Article 230 or 195 of the Treaty establishing
the European Community.
4. DEALING WITH INQUIRIES
The Commission undertakes to answer enquiries in the most appropriate
manner and as quickly as possible.
Requestsfordocuments
If a document has already been published, the person making the enquiry
should be directed to the sales agents of the Office for Official Publications
of the European Communities or to the documentation or information centres
which provide free access to documents, such as Info-Points, European docu-
mentation centres, etc. Many documents are also easily accessible in
electronic form.
The rules on access to documents are laid down in a specific measure.
Correspondence
In accordance with Article 21 of the Treaty establishing the European
Community, the Commission shall reply to letters in the language of the
initial letter, provided that it was written in one of the official languages of
the Community.
A reply to a letter addressed to the Commission shall be sent within 15
working days from the date of receipt of the letter by the responsible
Commission department. The reply should identify the person responsible
for the matter and state how he or she may be contacted.
If a reply cannot be sent within 15 working days, and in all cases where the
reply requires other work on it, such as interdepartmental consultation or
translation, the member of staff responsible should send a holding reply, indi-
cating a date by which the addressee may expect to be sent a reply in the
light of this additional work, taking into account the relative urgency and
complexity of the matter.
If the reply is to be drawn up by a department other than the one to which
the initial correspondence is addressed, the person making the enquiry should
be informed of the name and office address of the person to whom the letter
has been passed.
These rules do not apply to correspondence which can reasonably be
regarded as improper, for example because it is repetitive, abusive and/or2000Q3614 — EN — 24.01.2002 — 003.001 — 9
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pointless. Then the Commission reserves the right to discontinue any such
exchanges of correspondence.
Telephonecommunication
When answering the telephone, staff shall identify themselves or their depart-
ment. They shall return telephone calls as promptly as possible.
Staff replying to enquiries shall provide information on subjects for which
they have direct responsibility and should direct the caller to the specific
appropriate source in other cases. If necessary, they should refer callers to
their superior or consult him or her before giving the information.
Where enquiries concern areas for wich staff are directly responsible, they
shall establish the identity of the caller and check whether the information
has already been made public before giving it out. If this is not the case,
the member of staff may consider that it is not in the Community interest
for the information to be disclosed. In this case he or she should explain
why they are unable to disclose it and refer in appropriate cases to the obli-
gation to exercise discretion as laid down in Article 17 of the Staff
Regulations.
When appropriate, staff should request confirmation in writing of the enqui-
ries made by telephone.
Electronic mail
Staff shall reply to e-mail messages promptly following the guidelines
described in the section on telephone communication.
However, where the e-mail message is, by its nature, the equivalent of a
letter, it shall be handled according to the guidelines for handling correspon-
dence and shall be subject to the same deadlines.
Requestsfromthemedia
The Press and Communication Service is responsible for contacts with the
media. However, when requests for information from the media concern
technical subjects falling within their specific areas of responsibility, staff
may answer them.
5. PROTECTION OF PERSONAL DATA AND CONFIDENTIAL INFORMA-
TION
The Commission and its staff shall respect, in particular:
— the rules on the protection of personal privacy and personal data,
— the obligations set out in Article 287 of the Treaty establishing the
European Community and in particular those which relate to professional
secrecy,
— the rules on secrecy in criminal investigations,— the confidentiality of matters falling within the ambit of the various
committees and bodies provided for in Article 9 of and Annexes II and
III to the Staff Regulations.
6. COMPLAINTS
TheEuropeanCommission
Complaints may be lodged concerning a possible breachof th e principles set
out in this Code directly with the Secretariat-General(
1) of the European
Commission, which shall forward it to the relevant department.
The Director-General or head of Department shall reply to the complainant in
writing, within two months. The complainant then has one month in which to
apply to the Secretary-General of the European Commission to review the
outcome of the complaint. The Secretary-General shall reply to the request
for a review within one month.2000Q3614 — EN — 24.01.2002 — 003.001 — 10
(1)Postal address : Secretariat-General of the European Commission, Unit SG/B/2 ‘Open-
ness, access to documents, relations withcivil society’, rue de la Loi/Wetstraat 200, B-1049 Brussels (fax (32-2) 296 72 42).
Electronicaddress : SG-Code-de-bonne-conduite@cec.eu.int.
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TheEuropeanOmbudsman
Complaints may also be lodged withth e European Ombudsman in accor-
dance with Article 195 of the Treaty establishing the European Community
and the Statute of the European Ombudsman.2000Q3614 — EN — 24.01.2002 — 003.001 — 11
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COMMISSION PROVISIONS ON SECURITY
Whereas:(1) In order to develop Commission activities in areas which require a
degree of confidentiality, it is appropriate to establisha compreh ensive
security system applicable to the Commission, the other institutions,
bodies, offices and agencies established by virtue or on the basis of the
EC Treaty or the Treaty on European Union, the Member States, as well
as any other recipient of European Union classified information, here-
after referred to as ‘EU classified information’.
(2) In order to safeguard the effectiveness of the security system thus estab-
lished, the Commission will make EU classified information available
only to those outside bodies which offer guarantees that they have takenall measures necessary to apply rules strictly equivalent to these provi-
sions.
(3) These provisions are taken without prejudice to Regulation No 3 of 31
July 1958 implementing Article 24 of the Treaty establishing the
European Atomic Energy Community(
1), to Council Regulation (EC)
No 1588/90 of 11 June 1990 on the transmission of data subject to statis-
tical confidentiality to the Statistical Office of the European
Communities(2) and to Commission Decision C (95) 1510 final of 23
November 1995 on the protection of informatics systems.
(4) The Commission's security system is based on the principles put forward
in Council Decision 2001/264/EC of 19 March2001 adopting th e Coun-
cil's security regulations(3) witha view to ensuring a smoothfunctioning
of the decision-making process of the Union.
(5) The Commission underlines the importance of associating, where appro-
priate, the other institutions with the rules and standards of
confidentiality which are necessary in order to protect the interests of
the Union and its Member States.
(6) The Commission recognises the need to create its own concept of
security, taking into consideration all elements of security and the
specific character of the Commission as an institution.
(7) These provisions are taken without prejudice to Article 255 of the Treaty
and to Regulation (EC) No 1049/2001 of the European Parliament and of
the Council of 30 May 2001 regarding public access to European Parlia-
ment, Council and Commission documents(4);
Article 1
The Commission's rules on security are set out in the Annex.
Article 2
1. The Member of the Commission responsible for security matters shall take
appropriate measures to ensure that, when handling EU classified information,
the rules referred to in Article 1 are respected within the Commission by
Commission officials and other servants, by personnel seconded to the Commis-
sion, as well as within all Commission premises, including its Representations
and Offices in the Union and its Delegations in third countries and by contrac-
tors external to the Commission.
2. Member States, other institutions, bodies, offices and agencies established
by virtue or on the basis of the Treaties shall be allowed to receive EU classi-
fied information on the condition that they ensure that, when EU classified
information is handled, rules strictly equivalent to those referred to in Article 1
are respected within their services and premises, in particular by:
(a) members of Member States' permanent representations to the European
Union as well as by members of national delegations attending meetings of
the Commission or of its bodies, or participating in other Commission activ-
ities,
(b) other members of the Member States' national administrations handling EU
classified information, whether they serve in the territory of the Member
States or abroad,2000Q3614 — EN — 24.01.2002 — 003.001 — 12
(1) OJ L 17/58, 6.10.1958, p. 406/58.
(2) OJ L 151, 15.6.1990, p. 1.
(3) OJ L 101, 11.4.2001, p. 1.
(4) OJ L 145, 31.5.2001, p. 43.
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(c) external contractors and seconded personnel, handling EU classified infor-
mation.
Article 3
Third states, international organisations and other bodies shall be allowed to
receive EU classified information on the condition that they ensure that, when
such information is handled, rules strictly equivalent to those referred to in
Article 1 are respected.
Article 4
In keeping withth e basic principles and minimum standards of security
contained in Part I of the Annex, the Member of the Commission responsible
for security matters may take measures in accordance withPart II of th e Annex.
Article 5
As from the date of their application, these provisions shall replace:
(a) Commission Decision C (94) 3282 of 30 November 1994 on the security
measures applicable to classified information produced or transmitted in
connection withactivities of th e European Union;
(b) Commission Decision C (99) 423 of 25 February 1999 relating to the proce-
dures whereby officials and other employees of the European Commission
may be allowed access to classified information held by the Commission.
Article 6
As from the date of application of these provisions, all classified information
held by the Commission until that date, with the exception of Euratom classified
information, shall:
(a) if created by the Commission, be considered to be reclassified ‘EU
RESTRICTED’ by default, unless its author decides to give it another clas-
sification by 31 January 2002. In such case the author shall inform all
addressees of the document concerned;
(b) if created by authors outside the Commission, retain its original classifica-
tion and thus be treated as EU classified information of the equivalent
level, unless the author agrees to declassification or downgrading of the
information.2000Q3614 — EN — 24.01.2002 — 003.001 — 13
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ANNEX
RULES ON SECURITY
Contents
PART I: BASIC PRINCIPLES AND MINIMUM STANDARDS OF
SECURITY
1. INTRODUCTION
2. GENERAL PRINCIPLES
3. FOUNDATIONS OF SECURITY
4. PRINCIPLES OF INFORMATION SECURITY4.1.Objectives
4.2.Definitions
4.3.Classification
4.4.Aims of security measures
5. ORGANISATION OF SECURITY
5.1.Common minimum standards
5.2.Organisation
6. SECURITY OF PERSONNEL
6.1.Clearance of personnel
6.2.Records of personnel clearances
6.3.Security instruction of personnel
6.4.Management responsibilities
6.5.Security status of personnel
7. PHYSICAL SECURITY
7.1.Need for protection
7.2.Checking
7.3.Security of buildings
7.4.Contingency plans
8. SECURITY OF INFORMATION
9. COUNTER-SABOTAGE AND CONTROL OF OTHER FORMS OF MALI-
CIOUS WILFUL DAMAGE
10. RELEASE OF CLASSIFIED INFORMATION TO THIRD STATES OR
INTERNATIONAL ORGANISATIONS
PART II: THE ORGANISATIONOFSECURITYIN THE COMMISSION11. THE MEMBER OF THE COMMISSION RESPONSIBLE FOR SECURITY
MATTERS
12. THE COMMISSION SECURITY POLICY ADVISORY GROUP
13. THE COMMISSION SECURITY BOARD
14. THE COMMISSION SECURITY OFFICE
15. SECURITY INSPECTIONS
16. CLASSIFICATIONS, SECURITY DESIGNATORS AND MARKINGS
16.1.Levels of classification
16.2.Security designators
16.3.Markings
16.4.Affixing of classification
16.5.Affixing of security designators
17. CLASSIFICATION MANAGEMENT2000Q3614 — EN — 24.01.2002 — 003.001 — 14
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17.1.General
17.2.Application of classifications
17.3.Downgrading and declassification
18. PHYSICAL SECURITY
18.1.General
18.2.Security requirements
18.3.Physical security measures
18.3.1.Security areas
18.3.2.Administrative area
18.3.3.Entryandexit controls
18.3.4.Guardpatrols
18.3.5.Security containersandstrongrooms
18.3.6.Locks
18.3.7.Controlofkeysandcombinations
18.3.8.Intrusiondetection devices
18.3.9.Approvedequipment
18.3.10.Physicalprotection ofcopying andtelefax machines
18.4.Protection against overlooking and eavesdropping
18.4.1.Overlooking
18.4.2.Eavesdropping
18.4.3.Introductionofelectronic andrecordingequipment
18.5.Technically secure areas
19. GENERAL RULES ON THE NEED TO KNOW PRINCIPLE AND EU
PERSONAL SECURITY CLEARANCES
19.1.General
19.2.Specific rules on access to EU TOP SECRET information
19.3.Specific rules on access to EU SECRET and EU CONFIDENTIAL
information
19.4.Specific rules on access to EU RESTRICTED information
19.5.Transfers
19.6.Special instructions
20. SECURITY CLEARANCE PROCEDURE FOR COMMISSION OFFI-
CIALS AND OTHER EMPLOYEES
21. PREPARATION, DISTRIBUTION, TRANSMISSION, COURRIER
PERSONAL SECURITY AND EXTRA COPIES OR TRANSLATIONS AND
EXTRACTS OF EU CLASSIFIED DOCUMENTS
21.1.Preparation
21.2.Distribution
21.3.Transmission of EU classified documents
21.3.1.Packaging, receipts
21.3.2.Transmissionwithinabuilding orgroupofbuildings
21.3.3.Transmissionwithinacountry
21.3.4.TransmissionfromoneStatetoanother
21.3.5.TransmissionofEUrestricteddocuments
21.4.Courier personnel security
21.5.Electronic and other means of technical transmission
21.6.Extra copies and translations of and extracts from EU classified docu-
ments2000Q3614 — EN — 24.01.2002 — 003.001 — 15
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22. EUCI REGISTRIES, MUSTERS, CHECKS, ARCHIVE STORAGE AND
DESTRUCTION OF EUCI
22.1.Local EUCI Registries
22.2.The EU TOP SECRET Registry
22.2.1.General
22.2.2.TheCentralEUTOPSECRETRegistry
22.2.3.EUTOPSECRETsub-registries
22.3.Inventories, musters and checks of EU classified documents
22.4.Archive storage of EU classified documents
22.5.Destruction of EU classified documents
22.6.Destruction in emergencies
23. SECURITY MEASURES FOR SPECIFIC MEETINGS HELD OUTSIDE
THE COMMISSION PREMISES AND INVOLVING EU CLASSIFIED
INFORMATION
23.1.General
23.2.Responsibilities
23.2.1.TheCommissionSecurityOffice
23.2.2.Meeting Security Officer(MSO)
23.3Security measures
23.3.1.Security areas
23.3.2.Passes
23.3.3.Controlofphotographicandaudioequipment
23.3.4.Checking ofbriefcases,portablecomputersandpackages
23.3.5.Technical security
23.3.6.Delegations' documents
23.3.7.Safecustodyofdocuments
23.3.8.Inspectionofoffices
23.3.9.DisposalofEUclassified waste
24. BREACHES OF SECURITY AND COMPROMISE OF EU CLASSIFIED
INFORMATION
24.1.Definitions
24.2.Reporting breaches of security
24.3.Legal action
25. PROTECTION OF EU CLASSIFIED INFORMATION HANDLED IN
INFORMATION TECHNOLOGY AND COMMUNICATION SYSTEMS
25.1.Introduction
25.1.1.General
25.1.2.Threatsto,andvulnerabilities ofsystems
25.1.3.Mainpurposeofsecuritymeasures
25.1.4.System-specific security requirementstatement(SSRS)
25.1.5.Security modesofoperation
25.2.Definitions
25.3.Security responsibilities
25.3.1.General
25.3.2.TheSecurityaccreditation authority (SAA)
25.3.3.TheINFOSECAuthority (IA)
25.3.4.TheTechnicalSystemsOwner(TSO)
25.3.5.TheInformationOwner(IO)2000Q3614 — EN — 24.01.2002 — 003.001 — 16
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25.3.6.Users
25.3.7.INFOSECtraining
25.4.Non technical security measures
25.4.1.Personnelsecurity
25.4.2.Physical security
25.4.3.Controlofaccesstoasystem
25.5.Technical security measures
25.5.1.Security ofinformation
25.5.2.Controlandaccountability ofinformation
25.5.3.Handlingandcontrolofremovablecomputerstoragemedia
25.5.4.Declassification anddestructionofcomputerstoragemedia
25.5.5.Communicationssecurity
25.5.6.Installation andradiationsecurity
25.6.Security during handling
25.6.1.Security operatingprocedures(SecOPs)
25.6.2.Softwareprotection/configuration management
25.6.3.Checking forthepresenceofmalicioussoftware/computerviruses
25.6.4.Maintenance
25.7.Procurement
25.7.1.General
25.7.2.Accreditation
25.7.3.Evaluation andcertification
25.7.4.Routine checking ofsecurityfeaturesforcontinued accreditation
25.8.Temporary or occasional use
25.8.1.Security ofmicrocomputers/personalcomputers
25.8.2.Useofprivately-owned ITequipmentforofficial Commissionwork
25.8.3.Useofcontractor-ownedornationally-suppliedITequipmentforofficial
Commissionwork
26. RELEASE OF EU CLASSIFIED INFORMATION TO THIRD STATES
OR INTERNATIONAL ORGANISATIONS
26.1.1.Principles regulatingthereleaseofEUclassified information
26.1.2.Levels
26.1.3.Security agreements
APPENDIX 1: Comparison of national security classifications
APPENDIX 2: Practical classification guide
APPENDIX 3: Guidelines for the release of EU classified information to
third States or international organisations: Level 1 cooperation
APPENDIX 4: Guidelines for the release of EU classified information to
third States or international organisations: Level 2 cooperation
APPENDIX 5: Guidelines for the release of EU classified information to
third States or international organisations: Level 3 cooperation
APPENDIX 6: List of abbreviations2000Q3614 — EN — 24.01.2002 — 003.001 — 17
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PART I: BASIC PRINCIPLES AND MINIMUM STANDARDS OF
SECURITY
1. INTRODUCTION
These provisions lay down the basic principles and minimum standards of
security to be respected in an appropriate manner by the Commission in all its
places of employment, as well as by all recipients of EUCI, so that security is
safeguarded and eachmay be assured th at a common standard of protection is
established.
2. GENERAL PRINCIPLES
The Commission's security policy forms an integral part of its general internal
management policy and is thus based on the principles governing its general
policy.
These principles include legality, transparency, accountability and subsidiarity
(proportionality).
Legality indicates the need to stay strictly within the legal framework in
executing security functions and the need to conform to the legal requirements.
It also means that responsibilities in the domain of security have to be based on
proper legal provisions. The provisions in the Staff Regulations fully apply,
notably its Article 17 on the obligation of staff to exercise discretion with regard
to Commission information and its Title VI on disciplinary measures. Finally it
means that breaches of security within the responsibility of the Commission
have to be dealt with in a manner consistent with Commission policy on disci-
plinary actions and withits policy on cooperation withMember States in th e
area of criminal justice.
Transparency indicates the need for clarity regarding all security rules and
provisions, for balance between the different services and the different domains
(physical security versus information protection etc.) and the need for a consis-
tent and structured security awareness policy. It also defines a need for clear
written guidelines for implementing security measures.
Accountability means that responsibilities in the domain of security will be
clearly defined. Moreover it indicates the need to test regularly whether these
responsibilities have been correctly executed.
Subsidiarity, or proportionality, means that security shall be organised on the
lowest possible level and as close as possible to the Directorates General and
services of the Commission. It also indicates that security activities shall be
limited to only those elements that really need it. And finally it means that
security measures shall be proportional to the interests to be protected and to
the actual or potential threat to these interests, allowing for a defence which
causes the least possible disruption.
3. FOUNDATIONS OF SECURITY
The foundations of sound security are:
(a) Within each Member State, a national security organisation responsible for:
1. The collection and recording of intelligence on espionage, sabotage,
terrorism and other subversive activities, and
2. Providing information and advice to its governments, and through it, to
the Commission, on the nature of the threats to security and the means
of protection against them.
(b) Within each Member State, and within the Commission, a technical
INFOSEC authority (IA) responsible for working with the security authority
concerned to provide information and advice on technical threats to security
and the means for protection against them;
(c) Regular collaboration among government departments and the appropriate
services of the European institutions to order to establish and recommend,
as appropriate:
1. What persons, information and resources need to be protected, and
2. Common standards of protection.
(d) Close cooperation between the Commission Security Office and the security
services of the other European institutions and with the NATO Office of
Security (NOS).2000Q3614 — EN — 24.01.2002 — 003.001 — 18
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4. PRINCIPLES OF INFORMATION SECURITY
4.1.Objectives
Information security has the following principal objectives:
(a) To safeguard EU classified information (EUCI) from espionage, compro-
mise or unauthorised disclosure;
(b) To safeguard EU information handled in communications and information
systems and networks, against threats to its confidentiality, integrity and
availability;
(c) To safeguard Commission premises housing EU information from sabotage
and malicious wilful damage;
(d) In the event of failure, to assess the damage caused, limit its consequences
and adopt the necessary remedial measures.
4.2.Definitions
Throughout these rules:
(a) The term ‘EU classified information’ (EUCI) means any information and
material, an unauthorised disclosure of which could cause varying degrees
of prejudice to EU interests, or to one or more of its Member States,
whether such information originates within the EU or is received from
Member States, third States or international organisations.
(b) The term ‘document’ means any letter, note, minute, report, memorandum,
signal/message, sketch, photograph, slide, film, map, chart, plan, notebook,
stencil, carbon, typewriter or printer ribbon, tape, cassette, computer disk,
CD-ROM, or other physical medium on which information has been
recorded.
(c) The term ‘material’ means ‘document’ as defined in b) and also any item of
equipment, either manufactured or in the process of manufacture.
(d) The term ‘need to know’ means the need of an individual employee to have
access to EU classified information in order to be able to perform a function
or a task.
(e) ‘Authorisation’ means a decision by the President of the Commission to
grant an individual access to EUCI up to a specific level, on the basis of a
positive result of a security screening (vetting), carried out by a National
Security Authority under national law.
(f) The term ‘classification’ means the allocation of an appropriate level of
security to information the unauthorised disclosure of which might cause a
certain degree of prejudice to Commission or to Member State interests.
(g) The term ‘downgrading’ (déclassement) means a reduction in the level of
classification.
(h) The term ‘declassification’ (déclassification) means the removal of any clas-
sification.
(i) The term ‘originator’ means the duly authorised author of a classified docu-
ment. Within the Commission, Heads of departements may authorize their
staff to originate EUCI.
(j) The term ‘Commission departments’ means Commission departments and
services, including the cabinets, in all places of employment, including Joint
ResearchCentre, Representations and Offices in th e Union and Delegations
in third countries.
4.3.Classification
(a) Where confidentiality is concerned, care and experience are needed in the
selection of information and material to be protected and the assessment of
the degree of protection it requires. It is fundamental that the degree of
protection should correspond to the security criticality of the individual
piece of information and material to be protected. In order to ensure the
smoothflow of information, steps sh all be taken to avoid bothoverclassifi-
cation and underclassification.
(b) The classification system is the instrument for giving effect to these princi-
ples; a similar system of classification shall be followed in planning and
organising ways to counter espionage, sabotage, terrorism and other threats
so that the greatest measure of protection is given to the most important
premises housing classified information and to the most sensitive points
within them.
(c) Responsibility for classifying information lies solely withth e originator of
that information.2000Q3614 — EN — 24.01.2002 — 003.001 — 19
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(d) The level of classification may solely be based on the content of that infor-
mation.
(e) Where a number of items of information is grouped together, the classifica-
tion level to be applied to the whole shall at least be as high as the highest
classification. A collection of information may however be given a higher
classification than its constituent parts.
(f) Classifications shall be assigned only when necessary and for as long as
necessary.
4.4.Aims of security measures
The security measures shall:
(a) Extend to all persons having access to classified information, classified
information-carrying media, all premises containing suchinformation and
important installations.
(b) Be designed to detect persons whose position might endanger the security of
classified information and important installations housing classified informa-
tion and provide for their exclusion or removal.
(c) Prevent any unauthorised person from having access to classified informa-
tion or to installations that contain it.
(d) Ensure that classified information is disseminated solely on the basis of the
need-to-know principle that is fundamental to all aspects of security.
(e) Ensure the integrity (i.e. prevention of corruption or unauthorised alteration
or unauthorised deletion) and the availability (i.e. access is not denied to
those needing and authorised to have access) of all information, either clas-
sified or not classified, and especially of suchinformation stored, processed
or transmitted in electromagnetic form.
5. ORGANISATION OF SECURITY
5.1.Common minimum standards
The Commission shall ensure that common minimum standards of security are
observed by all recipients of EUCI, inside the institution and under its compe-
tence, e.g. by all departments and contractors, so that EU classified information
can be passed in the confidence that it will be handled with equal care. Such
minimum standards shall include criteria for the clearance of personnel, and
procedures for the protection of EU classified information.
The Commission shall only allow access of EUCI to outside bodies under the
condition that they ensure that, when EUCI is handled, provisions at least
strictly equivalent to these minimum standards are respected.
5.2.Organisation
Within the Commission security is organised on two levels:
(a) On the level of the Commission as a whole there is a Commission Security
Office witha Security Accreditation Auth ority (SAA) also acting as Crypto
Authority (CrA) and as TEMPEST Authority, and with an INFOSEC
Authority (IA) and one or more Central EUCI Registries, each with one or
more Registry Control Officer (RCO).
(b) On the level of the Commission departments, security is the responsibility
of one or more Local Security Officers (LSO), one or more Central Infor-
matics Security Officers (CISO), Local Informatics Security Officers
(LISO) and Local EU Classified Information Registries withone or more
Registry Control Officers.
(c) The central security bodies will provide operational guidance to the local
security bodies.
6. SECURITY OF PERSONNEL
6.1.Clearance of personnel
All persons who require access to information classified EU CONFIDENTIAL
or above shall be appropriately cleared before such access is authorised. Similar
clearance shall be required in the case of persons whose duties involve the tech-
nical operation or maintenance of communication and information systems
containing classified information. This clearance shall be designed to determine
whether such individuals:
(a) Are of unquestioned loyalty;2000Q3614 — EN — 24.01.2002 — 003.001 — 20
▼M1
(b) Are of such character and discretion as to cast no doubt upon their integrity
in the handling of classified information, or
(c) May be vulnerable to pressure from foreign or other sources.
Particularly close scrutiny in the clearance procedures shall be given to persons:(d) To be granted access to EU TOP SECRET information;
(e) Occupying positions involving regular access to a considerable volume of
EU SECRET information;
(f) Whose duties give them special access to secure communication or informa-
tion systems and thus the opportunity to gain unauthorised access to large
amounts of EU classified information or to inflict serious damage upon the
mission through acts of technical sabotage.
In the circumstances outlined in subparagraphs (d), (e) and (f), the fullest prac-
ticable use shall be made of the technique of background investigation.
When persons not having an established ‘need to know’ are to be employed in
circumstances in which they may have access to EU classified information (e.g.
messengers, security agents, maintenance personnel and cleaners, etc.), they
shall first be appropriately security-cleared.
6.2.Records of personnel clearances
All Commission departments handling EU classified information or housing
secure communication or information systems shall maintain a record of the
clearances granted to the personnel assigned thereto. Each clearance shall be
verified as the occasion demands to ensure that it is adequate for that person's
current assignment; it shall be re-examined as a matter of priority whenever new
information is received indicating that continued assignment on classified work
is no longer consistent with the interests of security. The Local Security Officer
of the Commission department shall hold record of the clearances within his or
her domain.
6.3.Security instruction of personnel
All personnel employed in positions where they could have access to classified
information shall be thoroughly instructed on taking up assignment and at
regular intervals in the need for security and the procedures for accomplishing
it. Such personnel are required to certify in writing that they have read and fully
understand the present security provisions.
6.4.Management responsibilities
Managers shall have the duty of knowing those of their staff who are engaged in
classified work or who have access to secure communication or information
systems and of recording and reporting any incidents or apparent vulnerabilities,
likely to have a bearing on security.
6.5.Security status of personnel
Procedures shall be established to ensure that, when adverse information
becomes known concerning an individual, it is determined whether the indivi-
dual is employed on classified work or has access to secure communication or
information systems, and the Commission Security Office is informed. If it is
established that such an individual constitutes a security risk, he or she shall be
barred or removed from assignments where he or she might endanger security.
7. PHYSICAL SECURITY
7.1.Need for protection
The degree of physical security measures to be applied to ensure the protection
of EU classified information shall be proportional to the classification, volume
of and threat to the information and material held. All holders of EU classified
information shall follow uniform practices regarding classification of that infor-mation and meet common standards of protection regarding custody,
transmission and disposal of information and material requiring protection.
7.2.Checking
Before leaving areas containing EU classified information unattended, persons
having custody thereof shall ensure that it is securely stored and that all security
devices have been activated (locks, alarms, etc.). Further independent checks
shall be carried out after working hours.2000Q3614 — EN — 24.01.2002 — 003.001 — 21
▼M1
7.3.Security of buildings
Buildings housing EU classified information or secure communication and infor-
mation systems shall be protected against unauthorised access. The nature of the
protection afforded to EU classified information, e.g. barring of windows, locks
for doors, guards at entrances, automated access control systems, security checks
and patrols, alarm systems, intrusion detection systems and guard dogs, shall
depend on:
(a) The classification, volume and location within the building of the informa-
tion and material to be protected;
(b) The quality of the security containers for this information and material, and
(c) The physical nature and location of the building.
The nature of the protection afforded to communication and information systems
shall similarly depend upon an assessment of the value of the assets at stake andof the potential damage if security were compromised, upon the physical nature
and location of the building in which the system is housed, and upon the loca-
tion of the system within the building.
7.4.Contingency plans
Detailed plans shall be prepared in advance for the protection of classified infor-
mation during a local or national emergency.
8. SECURITY OF INFORMATION
Information security (INFOSEC) relates to the identification and application of
security measures to protect EU classified information processed, stored or
transmitted in communication, information and other electronic systems against
loss of confidentiality, integrity or availability, whether accidental or intentional.
Adequate countermeasures shall be taken in order to prevent access to EU clas-
sified information by unauthorised users, to prevent the denial of access to EU
classified information to authorised users, and to prevent corruption or
unauthorised modification or deletion of EU classified information.
9. COUNTER-SABOTAGE AND CONTROL OF OTHER FORMS OF MALI-
CIOUS WILFUL DAMAGE
Physical precautions for the protection of important installations housing classi-
fied information are the best protective security safeguards against sabotage and
malicious wilful damage, and clearance of personnel alone is not an effective
substitute. The competent national body shall be asked to provide intelligence
regarding espionage, sabotage, terrorism and other subversive activities.
10. RELEASE OF CLASSIFIED INFORMATION TO THIRD STATES OR
INTERNATIONAL ORGANISATIONS
The decision to release EU classified information originating in the Commission
to a third State or international organisation shall be taken by the Commission
as a college. If the originator of the information for which release is desired is
not the Commission, the Commission shall first seek the originator's consent to
release. If the originator cannot be established, the Commission will assume the
former's responsibility.
If the Commission receives classified information from third States, from inter-
national organisations or from other third parties, that information shall be given
protection appropriate to its classification and equivalent to the standards estab-
lished in these provisions for EU classified information, or such higher standards
as may be required by the third party releasing the information. Mutual checks
may be arranged.
The above principles shall be implemented in accordance with the detailed
provisions set out in Part II, Section 26, and Appendixes 3, 4 and 5.
PARTII: THEORGANISATIONOFSECURITYINTHE COMMISSION
11. THE MEMBER OF THE COMMISSION RESPONSIBLE FOR
SECURITY MATTERS
The Member of the Commission responsible for security matters shall:
(a) Implement the Commission's security policy;
(b) Consider security problems referred to him by the Commission or its
competent bodies;2000Q3614 — EN — 24.01.2002 — 003.001 — 22
▼M1
(c) Examine questions involving changes in the Commission security policy, in
close liaison with the National Security (or other appropriate) Authorities of
the Member States (hereinafter ‘NSA’).
In particular, the Member of the Commission responsible for security matters
shall be responsible for:
(a) Co-ordinating all matters of security relating to Commission activities;
(b) Addressing to the designated authorities of the Member States requests for
the NSA to provide security clearances for personnel employed in the
Commission in accordance withSection 20;
(c) Investigating or ordering an investigation into any leakage of EU classified
information that, on prima facie evidence, has occurred in the Commission;
(d) Requesting the appropriate security authorities to initiate investigations
when a leakage of EU classified information appears to have occurred
outside the Commission, and co-ordinating the enquiries when more than
one security authority is involved;
(e) Carrying out periodic examinations of the security arrangements for the
protection of EU classified information;
(f) Maintaining close liaison withall security auth orities concerned in order to
achieve overall co-ordination of security;
(g) Keeping the Commission security policy and procedures constantly under
review and, as required, preparing appropriate recommendations. In this
regard, the Member of the Commission responsible for security matters shall
present to the Commission the annual inspection plan prepared by the
Commission Security Service.
12. THE COMMISSION SECURITY POLICY ADVISORY GROUP
A Commission Security Policy Advisory Group shall be set up. It shall consist
of the Member of the Commission responsible for security matters or his/her
delegate, who shall have the chair, and of representatives of the NSA of each
Member State. Representatives of other European institutions may also be
invited. Representatives of relevant EC and EU decentralised agencies may
also be invited to attend when questions concerning them are discussed.
The Commission Security Policy Advisory Group shall meet at the request of its
chair or any of its members. The Group shall have the task to examine and
assess all relevant security issues, and to present recommendations to the
Commission as appropriate.
13. THE COMMISSION SECURITY BOARD
A Commission Security Board shall be set up. It shall consist of the Secretary
General, who shall have the chair, and of the Directors General of the Legal
Service, Administration and Personnel, External Relations, Justice and Home
Affairs and Joint Research Centre and of the Heads of the Internal Audit Service
and the Commission Security Office. Other Commission officials may be
invited. Its remit is to assess security measures within the Commission and to
make recommendations in this domain to the Member of the Commission
responsible for security matters.
14. THE COMMISSION SECURITY OFFICE
In order to fulfil the responsibilities mentioned in Section 11 the Member of the
Commission responsible for security matters shall have the Commission
Security Office at his or her disposal for co-ordinating, supervising and imple-
menting security measures.
The Head of the Commission Security Office shall be the principal adviser to
the Member of the Commission responsible for security matters on security
matters and shall act as secretary to the Security Policy Advisory Group. In
this regard he or she shall direct the updating of the security regulations and
co-ordinate security measures with the competent authorities of the Member
States and, as appropriate, withinternational organisations linked to th e
Commission by security agreements. To that effect, he/she shall act as a liaison
officer.
The Head of the Commission Security Office shall be responsible for the
accreditation of IT systems and networks within the Commission. The Head of
the Commission Security Office shall decide, in agreement with the relevant
NSA, on the accreditation of IT systems and networks involving the Commis-
sion on the one hand, and on the other hand any other recipient of EU
classified information.2000Q3614 — EN — 24.01.2002 — 003.001 — 23
▼M1
15. SECURITY INSPECTIONS
Periodic inspections of the security arrangements for the protection of EU clas-
sified information shall be carried out by the Commission Security Office.
The Commission Security Office may be assisted in this task by the security
services of other EU institutions holding EUCI or by Member State National
Security Authorities(1).
At the request of a Member State an inspection of EUCI can be conducted by its
NSA within the Commission, jointly with the Commission Security Service and
in mutual agreement.
16. CLASSIFICATIONS, SECURITY DESIGNATORS AND MARKINGS
16.1.Levels of classification (2)
Information is classified at the following levels (see also, Appendix 2):
EU TOP SECRET: This classification shall be applied only to information and
material the unauthorised disclosure of which could cause exceptionally grave
prejudice to the essential interests of the European Union or of one or more of
its Member States.
EU SECRET: This classification shall be applied only to information and mate-
rial the unauthorised disclosure of which could seriously harm the essential
interests of the European Union or of one or more of its Member States.
EU CONFIDENTIAL: This classification shall be applied to information and
material the unauthorised disclosure of which could harm the essential interests
of the European Union or of one or more of its Member States.
EU RESTRICTED: This classification shall be applied to information and mate-
rial the unauthorised disclosure of which could be disadvantageous to the
interests of the European Union or of one or more of its Member States.
No other classifications are permitted.
16.2.Security designators
To set limits to the validity of a classification (for classified information
signifying automatic downgrading or declassification) an agreed security desig-
nator may be used. This designator shall either be ‘UNTIL …(time/date)’ or
‘UNTIL …(event)’.
Additional security designators suchas CRYPTO or any oth er EU-recognised
security designator, shall apply where there is a need for limited distribution
and special handling in addition to that designated by the security classification.
Security designators shall only be used in combination with a classification.
16.3.Markings
A marking may be used for specifying the field covered by the document or a
particular distribution on a need-to-know basis, or (for non-classified informa-
tion) to signify the end of an embargo.
A marking is not a classification and must not be used in lieu of one.
The ESDP marking shall be applied to documents and copies thereof concerning
the security and defence of the Union or of one or more of its Member States, or
concerning military or non-military crisis management.
16.4.Affixing of classification
Classification shall be affixed as follows:
(a) On EU RESTRICTED documents, by mechanical or electronic means;
(b) On EU CONFIDENTIAL documents, by mechanical means or by hand or
by printing on pre-stamped, registered paper;
(c) On EU SECRET and EU TOP SECRET documents, by mechanical means
or by hand.2000Q3614 — EN — 24.01.2002 — 003.001 — 24
(1) Without prejudice to the Vienna Convention of 1961 on diplomatic relations and the
Protocol on the privileges and immunities of the European Communities of 8 April1965.
(
2) See a comparative table of EU, NATO, WEU and Member States' security classifica-
tions in Appendix 1.
▼M1
16.5.Affixing of security designators
Security designators shall be affixed directly under the classification, by the
same means as those for affixing classifications.
17. CLASSIFICATION MANAGEMENT
17.1.General
Information shall be classified only when necessary. The classification shall be
clearly and correctly indicated, and shall be maintained only as long as the
information requires protection.
The responsibility for classifying information and for any subsequent down-
grading or declassification rests solely withth e originator.
Officials and other employees of the Commission shall classify, downgrade or
declassify information on instruction from or with the agreement of their Head
of department.
The detailed procedures for the treatment of classified documents have been so
framed as to ensure that they are subject to protection appropriate to the infor-
mation they contain.
The number of persons authorised to originate EU TOP SECRET documents
shall be kept to a minimum, and their names kept on a list drawn up by the
Commission Security Office.
17.2.Application of classifications
The classification of a document shall be determined by the level of sensitivity
of its contents in accordance withth e definition at Section 16. It is important
that classification is correctly and sparingly used. This applies especially to EU
TOP SECRET classification.
The originator of a document that is to be given a classification shall bear in
mind the rules set out above and curb any tendency to over- or under-classify.
A practical guide for the classification is contained in Appendix 2.Individual pages, paragraphs, sections, annexes, appendices, attachments and
enclosures of a given document may require different classifications and shall
be classified accordingly. The classification of the document as a whole shall
be that of its most highly classified part.
The classification of a letter or note covering enclosures shall be as high as the
highest classification of its enclosures. The originator should indicate clearly at
which level it should be classified when detached from its enclosures.
Public access shall remain governed by Regulation (EC) No 1049/2001.
17.3.Downgrading and declassification
EU classified documents may be downgraded or declassified only withth e
permission of the originator, and, if necessary, after discussion with other inter-
ested parties. Downgrading or declassification shall be confirmed in writing.
The originator shall be responsible for informing its addressees of the change,
and they in turn shall be responsible for informing any subsequent addressees,
to whom they have sent or copied the document, of the change.
If possible, originators shall specify on classified documents a date, period or
event when the contents may be downgraded or declassified. Otherwise, they
shall keep the documents under review every five years, at the latest, in order
to ensure that the original classification is necessary.
18. PHYSICAL SECURITY
18.1.General
The main objectives of physical security measures are to prevent an
unauthorised person from gaining access to EU classified information and/or
material, to prevent theft and degradation of equipment and other property and
to prevent harassment or any other type of aggression of staff, other employees
and visitors.
18.2.Security requirements
All premises, areas, buildings, rooms, communication and information systems,
etc. in which EU classified information and material is stored and/or handled
shall be protected by appropriate physical security measures.2000Q3614 — EN — 24.01.2002 — 003.001 — 25
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In deciding what degree of physical security protection is necessary, account
shall be taken of all relevant factors such as:
(a) The classification of information and/or material;
(b) The amount and form (e.g. hard copy, computer storage media) of the infor-
mation held;
(c) The locally assessed threat from intelligence services which target the EU,
the Member States, and/or other institutions or third parties holding EU
classified information from, namely, sabotage, terrorism and other subver-
sive and/or criminal activities.
The physical security measures applied shall be designed to:
(a) Deny surreptitious or forced entry by an intruder;
(b) Deter, impede and detect actions by disloyal personnel;
(c) Prevent those who do not have a need to know from having access to EU
classified information.
18.3.Physical security measures
18.3.1.Security areas
Areas where information classified EU CONFIDENTIAL or higher is handled
and stored shall be so organised and structured as to correspond to one of the
following:
(a) Class I Security Area: an area where EU CONFIDENTIAL or above is
handled and stored in such a way that entry into the area constitutes, for
all practical purposes, access to classified information. Suchan area
requires:
(i) A clearly defined and protected perimeter through which all entry and
exit is controlled;
(ii) An entry control system, which admits only those duly cleared and
specially authorised to enter the area;
(iii) Specification of the classification of the information normally held in
the area, i.e. the information to which entry gives access.
(b) Class II Security Area: an area where EU CONFIDENTIAL or above is
handled and stored in such a way that it can be protected from access by
unauthorised persons by means of internally established controls, e.g.
premises containing Services in which EU CONFIDENTIAL or above is
regularly handled and stored. Such an area requires:
(i) A clearly defined and protected perimeter through which all entry and
exit is controlled;
(ii) An entry control system that admits unescorted only those duly cleared
and specially authorised to enter the area. For all other persons, provi-
sion shall be made for escorts or equivalent controls, to prevent
unauthorised access to EU classified information and uncontrolled entry
to areas subject to technical security inspections.
Those areas not occupied by duty personnel on a 24-hour basis shall be
inspected immediately after normal working hours to ensure that EU classi-
fied information is properly secured.
18.3.2.Administrative area
Around or leading up to Class I or Class II security areas, an administrative area
of lesser security may be established. Such an area requires a visibly defined
perimeter allowing personnel and vehicles to be checked. Only EU
RESTRICTED and non-classified information shall be handled and stored in
suchareas.
18.3.3.Entryandexit controls
Entry and exit into and from Class I and Class II security areas shall be
controlled by a pass or personal recognition system applicable to all staff
normally working in these areas. A system of visitor checks designed to denyunauthorised access to EU classified information shall also be established. Pass
systems may be supported by automated identification, which shall be regarded
as a supplement to, but not a total replacement for, guards. A change in the
threat assessment may entail a strengthening of the entry and exit control
measures, for example during the visit of prominent persons.2000Q3614 — EN — 24.01.2002 — 003.001 — 26
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18.3.4.Guardpatrols
Patrols of Class I and Class II security areas are to take place outside normal
working hours to protect EU assets against compromise, damage or loss. The
frequency of patrols will be determined by local circumstances but, as a guide,
are to be conducted once every 2 hours.
18.3.5.Security containersandstrongrooms
Three classes of containers shall be used for the storage of EU classified infor-
mation:
— Class A: containers nationally approved for storage of EU TOP SECRET
information within a Class I or a Class II security area;
— Class B: containers nationally approved for storage of EU SECRET and EU
CONFIDENTIAL information within a Class I or a Class II security area;
— Class C: Service furniture suitable for storage of EU RESTRICTED infor-
mation only.
For strong rooms constructed within a Class I or a Class II security area, and for
all Class I security areas where information classified EU CONFIDENTIAL and
higher is stored on open shelves or displayed on charts, maps, etc., the walls,
floors and ceilings, door(s) withlock(s) need to be certified by th e SAA as
offering equivalent protection to the class of security container approved for
the storage of information of the same classification.
18.3.6.Locks
Locks used withsecurity containers and strong rooms in wh ichEU classified
information is stored shall meet the following standards:
— Group A: nationally approved for Class A containers;
— Group B: nationally approved for Class B containers;
— Group C: suitable for Class C Service furniture only.
18.3.7.Controlofkeysandcombinations
Keys of security containers shall not be taken out of the Commission buildings.
Combination settings of security containers shall be committed to memory by
persons needing to know them. For use in an emergency, the Local Security
Officer of the Commission department concerned shall be responsible for
holding spare keys and a written record of each combination setting; the latter
shall be held in separate sealed opaque envelopes. Working keys, spare security
keys and combination settings shall be kept in separate security containers.
These keys and combination settings should be given security protection no
less stringent than the material to which they give access.
Knowledge of the combination settings of security containers shall be restricted
to as few people as practicable. Combinations shall be reset:
(a) On receipt of a new container;
(b) Whenever a change of personnel occurs;
(c) Whenever a compromise has occurred or is suspected;
(d) At intervals of preferably six months, and at least every twelve months.
18.3.8.Intrusiondetection devices
When alarm systems, closed circuit television and other electrical devices are
used to protect EU classified information, an emergency electrical supply shall
be available to ensure the continuous operation of the system if the main power
supply is interrupted. Another basic requirement is that a malfunction in or
tampering with such systems shall result in an alarm or other reliable warning
to the surveillance personnel.
18.3.9.Approvedequipment
The Commission Security Office shall maintain up-to-date lists by type and
model of the security equipment that they have approved for the protection of
classified information under various specified circumstances and conditions.
The Commission Security Office shall base these lists, interalia , on information
from NSAs.
18.3.10.Physical protection ofcopyingandtelefax machines
Copying and telefax machines shall be physically protected to the extent neces-
sary to ensure that only authorised persons can use them for processing2000Q3614 — EN — 24.01.2002 — 003.001 — 27
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classified information and that all classified products are subject to proper
controls.
18.4.Protection against overlooking and eavesdropping
18.4.1.Overlooking
All appropriate measures shall be taken by day and by night to ensure that EU
classified information is not seen, even accidentally, by any unauthorised
person.
18.4.2.Eavesdropping
Services or areas in which information classified EU SECRET and above is
regularly discussed shall be protected against passive and active eavesdropping
attacks where the risk demands it. The assessment of the risk of such attacks
shall be the responsibility of the Commission Security Office after consultation,
as necessary, withNSAs.
18.4.3.Introductionofelectronic andrecordingequipment
It is not permitted to introduce mobile phones, private computers, recording
devices, cameras and other electronic or recording devices into security areas
or technically secure areas without prior authorisation from the Head of the
Commission Security Office.
To determine the protective measures to be taken in premises sensitive to
passive eavesdropping (e.g. insulation of walls, doors, floors and ceilings,
measurement of compromising emanations) and to active eavesdropping (e.g.
search for microphones), the Commission Security Office may request assis-
tance from experts from NSAs.
Likewise, when circumstances require, the telecommunications equipment and
the electrical or electronic office equipment of any kind used during meetings
at EU SECRET level and above may be checked by technical security specia-
lists of NSAs at the request of the Head of the Commission Security Office.
18.5.Technically secure areas
Certain areas may be designated as technically secure areas. A special entry
check shall be carried out. Such areas shall be kept locked by an approved
method when not occupied and all keys treated as security keys. Such areas
shall be subject to regular physical inspections, which will also be undertaken
following any unauthorised entry or suspicion of such an entry.
A detailed inventory of equipment and furniture shall be kept in order to
monitor their movements. No item of furniture or equipment shall be brought
into suchan area until it h as undergone a careful inspection by specially trained
security personnel, designed to detect any listening devices. As a general rule,
the installation of communication lines in technically secure areas is not
permitted without prior authorisation from the appropriate authority.
19. GENERAL RULES ON THE NEED TO KNOW PRINCIPLE AND EU
PERSONAL SECURITY CLEARANCES
19.1.General
Access to EU classified information shall be authorised only for persons having
a ‘need-to-know’ for carrying out their duties or missions. Access to EU TOP
SECRET, EU SECRET and EU CONFIDENTIAL information shall be
authorised only for persons in possession of the appropriate security clearance.
The responsibility for determining ‘need-to-know’ shall rest with the department
in which the person concerned is to be employed.
Requesting the clearance of personnel shall be the responsibility of each depart-
ment.
This will result in the issue of a ‘EU personal security certificate’ showing the
level of classified information to which the cleared person may have access and
the date of expiry.
An EU personal security certificate for a given classification may give the
holder access to information with a lower classification.
Persons other than officials or other employees, such as external contractors,
experts or consultants, with whom it may be necessary to discuss, or to whom
it may be necessary to show, EU classified information, must have a EU2000Q3614 — EN — 24.01.2002 — 003.001 — 28
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personal security clearance as regards EU classified information and be briefed
as to their responsibility for security.
Public access shall remain governed by Regulation (EC) No 1049/2001.
19.2.Specific rules on access to EU TOP SECRET information
All persons who are to have access to EU TOP SECRET information shall first
be screened for access to suchinformation.
All persons who are required to have access to EU TOP SECRET information
shall be designated by the Member of the Commission responsible for security
matters and their names kept in the appropriate EU TOP SECRET registry. The
Commission Security Office will create and maintain this registry.
Before having access to EU TOP SECRET information, all persons shall sign a
certificate to the effect that they have been briefed on Commission security
procedures and that they fully understand their special responsibility for safe-
guarding EU TOP SECRET information, and the consequences which the EU
rules and national law or administrative rules provide when classified informa-
tion passes into unauthorised hands, either by intent or through negligence.
In the case of persons having access to EU TOP SECRET information at meet-
ings, etc., the competent Control Officer of the service or body in which that
person is employed shall notify the body organising the meeting that the persons
concerned have such authorisation.
The names of all persons ceasing to be employed on duties requiring access to
EU TOP SECRET information shall be removed from the EU TOP SECRET
list. In addition, the attention of all such persons shall be drawn again to their
special responsibility for the safeguarding of EU TOP SECRET information.
They shall also sign a declaration stating that they will neither use nor pass on
EU TOP SECRET information in their possession.
19.3.Specific rules on access to EU SECRET and EU CONFIDENTIAL
information
All persons who are to have access to EU SECRET or EU CONFIDENTIAL
information shall first be screened to the appropriate grading.
All persons who are to have access to EU SECRET or EU CONFIDENTIAL
information shall be acquainted with the appropriate security provisions and
shall be aware of the consequences of negligence.
In the case of persons having access to EU SECRET or EU CONFIDENTIAL
information at meetings, etc., the Security Officer of the body in which that
person is employed shall notify the body organising the meeting that the persons
concerned have such authorisation.
19.4.Specific rules on access to EU RESTRICTED information
Persons withaccess to EU RESTRICTED information will be made aware of
these security rules and of the consequences of negligence.
19.5.Transfers
When a member of staff is transferred from a post which involves the handling
of EU classified material, the Registry will oversee the proper transfer of that
material from the outgoing to the incoming official.
When a member of staff is transferred to another post involving the handling of
EU classified material the Local Security Officer will brief him accordingly.
19.6.Special instructions
Persons who are required to handle EU classified information should, on first
taking up their duties and periodically thereafter, be made aware of:
(a) The dangers to security arising from indiscreet conversation;
(b) Precautions to take in their relations with the press and with representatives
of special interest groups;
(c) The threat presented by the activities of intelligence services that target the
EU and Member States as regards EU classified information and activities;
(d) The obligation to report immediately to the appropriate security authorities
any approachor manoeuvre giving rise to suspicions of espionage activity
or any unusual circumstances relating to security.
All persons normally exposed to frequent contact withrepresentatives of coun-
tries whose intelligence services target the EU and Member States as regards2000Q3614 — EN — 24.01.2002 — 003.001 — 29
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EU classified information and activities shall be given a briefing on the techni-
ques known to be employed by various intelligence services.
There are no Commission security provisions concerning private travel to any
destination by personnel cleared for access to EU classified information. The
Commission Security Office shall, however, acquaint the officials and other
servants falling within their responsibility with travel regulations to which they
may be subjected.
20. SECURITY CLEARANCE PROCEDURE FOR COMMISSION OFFI-
CIALS AND OTHER EMPLOYEES
(a) Only Officials and other employees of the Commission or persons working
within the Commission who, by reason of their duties and for the require-
ments of the service, need to have knowledge of, or to use, classified
information held by the Commission, shall have access to such information.
(b) In order to have access to information classified as ‘EU TOP SECRET’,
‘EU SECRET’ and ‘EU CONFIDENTIAL’, the persons referred to in para-
graph (a) above must have been authorised, in accordance with the
procedure referred to in paragraphs (c) and (d) of this Section.
(c) Authorisation shall be granted only to persons who have undergone security
screening by the competent national authorities of the Member States
(NSA) in accordance with the procedure referred to in paragraphs (i) to (n).
(d) The Head of the Commission Security Office shall be responsible for
granting the authorisations referred to in paragraphs (a), (b) and (c).
(e) He/she shall grant authorisation after obtaining the opinion of the compe-
tent national authorities of the Member States on the basis of security
screening carried out in accordance withparagraph s (i) to (n).
(f) The Commission Security Office shall maintain an up to date list of all
sensitive posts, provided by the relevant Commission departments, and of
all persons who have been granted a (temporary) authorisation.
(g) Authorisation, which shall be valid for a period of five years, may not
exceed the duration of the tasks on the basis of which it was granted. It
may be renewed in accordance withth e procedure referred to in paragraph
(e).
(h) Authorisation shall be withdrawn by the Head of the Commission Security
Office where he/she considers there are justifiable grounds for doing so.
Any decision to withdraw authorisation shall be notified to the person
concerned, who may ask to be heard by the Head of the Commission
Security Office, and to the competent national authority.
(i) Security screening shall be carried out with the assistance of the person
concerned and at the request of the Head of the Commission Security
Office. The competent national authority for screening is the one of the
Member State of which the person subject to authorisation is a national.
Where the person concerned is not a national of an EU Member State, the
Head of the Commission Security Office will request a security screening
from the EU Member State in which the person is domiciled or usually
resident.
(j) As part of the screening procedure, the person concerned shall be required
to complete a personal information form.
(k) The Head of the Commission Security Office shall specify in its request the
type and level of classified information to be made available to the person
concerned, so that the competent national authorities can carry out the
screening process and give their opinion as to the level of authorisation it
would be appropriate to grant to that person.
(l) The whole security-screening process together with the results obtained
shall be subject to the relevant rules and regulations in force in the Member
State concerned, including those concerning appeals.
(m) Where the competent national authorities of the Member State give a posi-
tive opinion, the Head of the Commission Security Office may grant the
person concerned authorisation.
(n) A negative opinion by the competent national authorities shall be notified
to the person concerned, who may ask to be heard by the Head of the
Commission Security Office. Should he consider it necessary, the Head of
the Commission Security Office may ask the competent national authorities
for any further clarification they can provide. If the negative opinion is
confirmed, authorisation shall not be granted.
(o) All persons granted authorisation within the meaning of paragraphs (d) and
(e) shall, at the time the authorisation is granted and at regular intervals
thereafter, receive any necessary instructions concerning the protection of
classified information and the means of ensuring such protection. Such2000Q3614 — EN — 24.01.2002 — 003.001 — 30
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persons shall sign a declaration acknowledging receipt of the instructions
and give an undertaking to obey them.
(p) The Head of the Commission Security Office shall take any measure neces-
sary in order to implement this section, in particular as regards the rules
governing access to the list of authorised persons.
(q) Exceptionally, if required by the service, the Head of the Commission
Security Office may, after giving the national competent authorities notifi-
cation and provided there is no reaction from them within a month, grant
temporary authorisation for a period not exceeding six months, pending
the outcome of the screening referred to in paragraph (i).
(r) The provisional and temporary authorisations thus granted shall not give
access to EU TOP SECRET information; suchaccess sh all be limited to
officials who have effectively undergone a screening with positive results,
in accordance with paragraph (i). Pending the outcome of the screening, the
officials requested to be cleared at EU TOP SECRET level may be
authorised, temporarily and provisionally, to access information classified
up to, and including, EU SECRET.
21. PREPARATION, DISTRIBUTION, TRANSMISSION, COURRIER
PERSONAL SECURITY AND EXTRA COPIES OF TRANSLATIONS
AND EXTRACTS OF EU CLASSIFIED DOCUMENTS
21.1.Preparation
1. The EU classifications shall be applied as established in Section 16 and for
EU CONFIDENTIAL and above appear at the top and bottom centre of each
page, and each page shall be numbered. Each EU classified document shall
bear a reference number and a date. In the case of EU TOP SECRET and EU
SECRET documents, this reference number shall appear on each page. If
they are to be distributed in several copies, each one shall bear a copy
number, which will appear on the first page, together with the total number
of pages. All annexes and enclosures shall be listed on the first page of a
document classified EU CONFIDENTIAL and above.
2. Documents classified EU CONFIDENTIAL and above shall be typed, trans-
lated, stored, photocopied, reproduced magnetically or microfilmed only by
persons who have been cleared for access to EU classified information up
to at least the appropriate security classification of the document in question.
3. The provisions regulating the computerised production of classified docu-
ments are set out in Section 25.
21.2.Distribution
1. EU classified information shall be distributed only to persons with a need to
know and having the appropriate security clearance. The originator shall
specify the initial distribution.
2. EU TOP SECRET documents shall be circulated through EU TOP SECRET
registries (see Section 22.2). In the case of EU TOP SECRET messages, the
competent registry may authorise the head of the communications centre to
produce the number of copies specified in the list of addressees.
3. Documents classified EU SECRET and below may be redistributed by the
original addressee to other addressees based on a need to know. The origi-
nating authorities shall, however, clearly state any caveats they wish to
impose. Whenever such caveats are imposed, the addressees may redistribute
the documents only with the originating authorities' authorisation.
4. Every document classified EU CONFIDENTIAL and above shall, on arriving
at or leaving a DG or service, be recorded by the departments' Local EUCI
Registry. The particulars to be entered (references, date and where applicable
the copy number) shall be such as to identify the documents and be entered
into a logbook or in special protected computer media (see Section 22.1).
21.3.Transmission of EU classified documents
21.3.1.Packaging, receipts
1. Documents classified EU CONFIDENTIAL and above shall be transmitted in
heavy duty, opaque double envelopes. The inner envelope shall be marked
withth e appropriate EU security classification as well as, if possible, full
particulars of the recipient's job title and address.
2. Only a Registry Control Officer (see Section 22.1), or his substitute, may
open the inner envelope and acknowledge receipt of the documents enclosed,
unless that envelope is addressed to an individual. In such a case, the appro-2000Q3614 — EN — 24.01.2002 — 003.001 — 31
▼M1
priate Registry (see Section 22.1) shall log the arrival of the envelope, and
only the individual to whom it is addressed may open the inner envelope
and acknowledge receipt of the documents it contains.
3. A receipt form shall be placed in the inner envelope. The receipt, which will
not be classified, should quote the reference number, date and copy number
of the document, but never its subject.
4. The inner envelope shall be enclosed in an outer envelope bearing a package
number for receipting purposes. Under no circumstances shall the security
classification appear on the outer envelope.
5. For documents classified EU CONFIDENTIAL and above, couriers and
messengers shall obtain receipts against the package numbers.
21.3.2.Transmissionwithinabuildingorgroupofbuildings
Within a given building or group of buildings, classified documents may be
carried in a sealed envelope bearing only the addressee's name, on condition
that it is carried by a person cleared to the level of classification of the docu-
ments.
21.3.3.Transmissionwithinacountry
1. Within a country, EU TOP SECRET documents should be sent only by
means of official messenger service or by persons authorised to have access
to EU TOP SECRET information.
2. Whenever a messenger service is used for the transmission of a EU TOP
SECRET document outside the confines of a building or group of buildings,
the packaging and receipting provisions contained in this Chapter shall be
complied with. Delivery services shall be so staffed as to ensure that
packages containing EU TOP SECRET documents remain under the direct
supervision of a responsible official at all times.
3. Exceptionally, EU TOP SECRET documents may be taken by officials, other
than messengers, outside the confines of a building or group of buildings for
local use at meetings and discussions, provided that:
(a) The bearer is authorised to have access to those EU TOP SECRET docu-
ments;
(b) The mode of transportation complies with rules governing the transmis-
sion of EU TOP SECRET documents;
(c) Under no circumstances does the official leave the EU TOP SECRET
documents unattended;
(d) Arrangements are made for the list of documents so carried to be held in
the EU TOP SECRET Registry holding the documents and recorded in a
log, and checked against this record on their return.
4. Within a given country, EU SECRET and EU CONFIDENTIAL documents
may be sent either by post, if such transmission is permitted under national
regulations and is in accordance with the provisions of those regulations, or
by messenger service or by persons cleared for access to EU classified infor-
mation.
5. The Commission Security Office will prepare instructions on the personal
carrying of EU classified documents based on these rules. The bearer shallbe required to read and sign these instructions. In particular, the instructions
shall make it clear that, under no circumstances, may documents:
(a) Leave the bearer's possession unless they are in safe custody in accor-
dance withth e provisions contained in Section 18;
(b) Be left unattended in public transport or private vehicles, or in places
such as restaurants or hotels. They may not be stored in hotel safes or
left unattended in hotel rooms;
(c) Be read in public places suchas aircraft or trains.
21.3.4.TransmissionfromoneStatetoanother
1. Material classified EU CONFIDENTIAL and above shall be conveyed by EU
diplomatic or military courier services.
2. However, the personal carriage of material classified EU SECRET and EU
CONFIDENTIAL may be permitted if provisions for the carriage are such
as to ensure that they cannot fall into any unauthorised person's hands.
3. The Member of the Commission responsible for security matters may
authorise personal carriage when diplomatic and military couriers are not
available or the use of such couriers would result in a delay that would be2000Q3614 — EN — 24.01.2002 — 003.001 — 32
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detrimental to EU operations and the material is urgently required by the
intended recipient. The Commission Security Office will prepare instructions
covering the personal carriage of material classified up to and including EU
SECRET internationally by persons other than diplomatic and military cour-
iers. The instructions shall require that:
(a) The bearer has the appropriate security clearance;
(b) A record is held in the appropriate department or registry of all material
so carried;
(c) Packages or bags containing EU material bear an official seal to prevent
or discourage inspection by customs, and labels withidentification and
instructions to the finder;
(d) The bearer carries a courier certificate and/or mission order recognised
by all EU Member States authorising him to carry the package as identi-
fied;
(e) No EU non-member State or its frontier is crossed when travelling over-
land unless the shipping State has a specific guarantee from that State;
(f) The bearer's travel arrangements with regard to destinations, routes to be
taken and means of transportation to be used will be in accordance with
EU rules or — if national regulations withrespect to suchmatters are
more stringent — in accordance withsuchregulations;
(g) The material must not leave the possession of the bearer unless it is
housed in accordance with the provisions for safe custody contained in
Section 18;
(h) The material must not be left unattended in public or private vehicles, or
in places such as restaurants or hotels. It must not be stored in hotel safes
or left unattended in hotel rooms;
(i) If the material being carried contains documents, these must not be read
in public places (e.g. in aircraft, trains, etc.).
4. The person designated to carry the classified material must read and sign a
security briefing that contains, as a minimum, the instructions listed above
and procedures to be followed in an emergency or in case the package
containing the classified material is challenged by customs or airport security
officials.
21.3.5.TransmissionofEUrestricted documents
No special provisions are laid down for the conveyance of EU RESTRICTED
documents, except that they should be such as to ensure that they can not fall
into any unauthorised person's hands.
21.4.Courier personnel security
All couriers and messengers employed to carry EU SECRET and EU CONFI-
DENTIAL documents shall be appropriately security cleared.
21.5.Electronic and other means of technical transmission
1. Communications security measures are designed to ensure the secure trans-
mission of EU classified information. The detailed rules applicable to the
transmission of suchEU classified information are dealt within Section 25.
2. Only accredited communications centres and networks and/or terminals and
systems may transmit information classified EU CONFIDENTIAL and EU
SECRET.
21.6.Extra copies and translations of and extracts from EU classified docu-
ments
1. Only the originator may authorise the copy or translation of EU TOP
SECRET documents.
2. If persons without EU TOP SECRET clearance require information which,
although contained in a EU TOP SECRET document, does not have that
classification, the Head of the EU TOP SECRET Registry (see Section
22.2) may be authorised to produce the necessary number of extracts from
that document. He/she shall, at the same time, take the necessary steps to
ensure that these extracts are given the appropriate security classification.
3. Documents classified EU SECRET and lower may be reproduced and trans-
lated by the addressee, within the framework of these security provisions and
on condition that it complies strictly with the need-to-know principle. The
security measures applicable to the original document shall also be applicable
to reproductions and/or translations thereof.2000Q3614 — EN — 24.01.2002 — 003.001 — 33
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22. EUCI REGISTRIES, MUSTERS, CHECKS, ARCHIVE STORAGE AND
DESTRUCTION OF EUCI
22.1.Local EUCI Registries
1. Within the Commission, in each department, as required, one or more Local
EUCI Registries shall be responsible for the registration, reproduction,
dispatch, archiving and destruction of documents classified EU SECRET
and EU CONFIDENTIAL.
2. When a department does not have a Local EUCI Registry, the Local EUCI
Registry of Secretariat General will act as its EUCI Registry.
3. Local EUCI Registries shall report to the Head of department from whom
they receive their instructions. The Head of these registries shall be Registry
Control Officer (RCO).
4. They shall be subject to the supervision of the Local Security Officer as far
as the application of the provisions regarding the handling of EUCI docu-
ments and compliance withth e corresponding security measures is
concerned.
5. Officials assigned to the Local EUCI Registries shall be authorised to have
access to EUCI in accordance withSection 20.
6. Under the authority of the relevant Head of department the Local EUCI
Registries shall:
(a) Manage operations relating to the registration, reproduction, translation,
transmission, dispatchand destruction of suchinformation;
(b) Update the list of particulars on classified information;
(c) Periodically question issues on the need to maintain the classification of
information.
7. The Local EUCI Registries shall keep a register of the following particulars:
(a) The date of preparation of the classified information;
(b) The level of classification;
(c) The expiry date of the classification;
(d) The name and department of the issuer;
(e) The recipient or recipients, with serial number;
(f) The subject;
(g) The number;
(h) The number of copies circulated;
(i) The preparation of inventories of the classified information submitted to
the department;
(j) The register of declassification and downgrading of classified informa-
tion.
8. The general rules provided for in Section 21 shall apply to the Local EUCI
Registries of the Commission, unless modified by the specific rules laid
down in this Section.
22.2.The EU TOP SECRET Registry
22.2.1.General
1. A Central EU TOP SECRET Registry ensures the recording, handling and
distribution of EU TOP SECRET documents in accordance withth ese
security provisions. The head of the EU TOP SECRET Registry will be the
EU TOP SECRET Registry Control Officer.
2. The Central EU TOP SECRET Registry will act as the main receiving and
despatching authority in the Commission, with other EU institutions, Member
States, international organisations and third States with which the Commis-
sion has agreements on security procedures for the exchange of classified
information.
3. When necessary, sub-registries shall be established, to be responsible for the
internal management of EU TOP SECRET documents; they shall keep up-to-
date records of the circulation of each document held on the Sub-Registry's
charge.
4. EU TOP SECRET sub-registries shall be set up as specified in Section 22.2.3
in response to long term needs and shall be attached to a central EU TOP
SECRET Registry. If there is a need to consult EU TOP SECRET documents2000Q3614 — EN — 24.01.2002 — 003.001 — 34
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only temporarily and occasionally, these documents may be released without
setting up a EU TOP SECRET sub-registry, provided rules are laid down to
ensure that they remain under the control of the appropriate EU TOP
SECRET registry and that all physical and personnel security measures are
observed.
5. Sub-registries may not transmit EU TOP SECRET documents directly to
other sub-registries of the same Central EU TOP SECRET Registry without
express approval by the latter.
6. All exchanges of EU TOP SECRET documents between sub-registries not
attached to the same central registry shall be routed through the Central EU
TOP SECRET Registries.
22.2.2.TheCentralEUTOPSECRETRegistry
As the Control Officer, the head of the Central EU TOP SECRET Registry shall
be responsible for:
(a) The transmission of EU TOP SECRET documents in accordance with the
provisions defined in Section 21.3;
(b) Maintaining a list of all its dependent EU TOP SECRET sub-registries
together with names and signatures of the appointed Control Officers and
their authorised deputies;
(c) Holding receipts from registries for all EU TOP SECRET documents
distributed by the Central Registry;
(d) Maintaining a record of EU TOP SECRET documents held and distributed;
(e) Maintaining an up-to-date list of all Central EU TOP SECRET Registries
with which he/she normally corresponds, together with the names and signa-
tures of their appointed Control Officers and their authorised deputies;
(f) The physical safeguarding of all EU TOP SECRET documents held within
the registry in accordance with regulations contained in Section 18.
22.2.3.EUTOPSECRETsub-registries
As the Control Officer, the head of an EU TOP SECRET sub-registry shall be
responsible for:
(a) The transmission of EU TOP SECRET documents in accordance with provi-
sions contained in Section 21.3;
(b) Maintaining an up-to-date list of all persons authorised to have access to the
EU TOP SECRET information under his control;
(c) The distribution of EU TOP SECRET documents in accordance with the
instructions of the originator or on a need-to-know basis, having first
checked that the addressee has the requisite security clearance;
(d) Maintaining an up-to-date record of all EU TOP SECRET documents held
or circulating under his control or which have been passed to other EU TOP
SECRET registries and holding all corresponding receipts;
(e) Maintaining an up-to-date list of EU TOP SECRET registries with whom he
is authorised to exchange EU TOP SECRET documents, together with the
names and signatures of their Control Officers and authorised deputies;
(f) The physical safeguarding of all EU TOP SECRET documents held within
the sub-registry in accordance with the rules laid down in Section 18.
22.3.Inventories, musters and checks of EU classified documents
1. Every year, eachEU TOP SECRET Registry as referred to in th is Section
shall carry out an itemised inventory of EU TOP SECRET documents. A
document is deemed to have been accounted for if the registry physically
musters the document, or holds a receipt from the EU TOP SECRET registry
to which the document has been transferred, a destruction certificate for the
document or an instruction to downgrade or declassify that document. They
shall forward the findings of the annual inventories to the Member of the
Commission responsible for security matters, by 1 April eachyear at th e
latest.
2. EU TOP SECRET Sub-registries shall forward the findings of their annual
inventory to the Central Registry to which they are answerable, on a date
specified by the latter.
3. EU classified documents below the level of EU TOP SECRET shall be
subject to internal checks according to instructions from the Member of the
Commission responsible for security matters.2000Q3614 — EN — 24.01.2002 — 003.001 — 35
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4. These operations shall afford the opportunity to secure holders' views as to:
(a) The possibility of downgrading or declassifying certain documents;
(b) Documents to be destroyed.
22.4.Archive storage of EU classified information
1. EUCI shall be stored under conditions that comply with all relevant require-
ments listed in Section 18.
2. To minimise storage problems, the Control Officers of all registries shall be
authorised to have EU TOP SECRET, EU SECRET and EU CONFIDEN-
TIAL documents microfilmed or otherwise stored in magnetic or optical
media for archive purposes, providing that:
(a) The microfilming/storage process is undertaken by personnel with current
clearance for the corresponding appropriate classification level;
(b) The microfilm/storage medium is afforded the same security as the
original documents;
(c) The microfilming/storing of any EU TOP SECRET document is reported
to the originator;
(d) Rolls of film, or other type of support, contain only documents of the
same EU TOP SECRET, EU SECRET or EU CONFIDENTIAL classifi-
cation;
(e) The microfilming/storing of an EU TOP SECRET or EU SECRET docu-
ment is clearly indicated in the record used for the annual inventory;
(f) Original documents that have been microfilmed or otherwise stored are
destroyed, in accordance withth e rules set out in Section 22.5.
3. These rules also apply to any other form of authorised storage, such as elec-
tromagnetic media and optical disk.
22.5.Destruction of EU classified documents
1. To prevent the unnecessary accumulation of EU classified documents, those
regarded by the head of the establishment holding them as out of date and
surplus in number shall be destroyed as soon as practicable, in the following
manner:
(a) EU TOP SECRET documents shall be destroyed only by the Central
Registry responsible for them. Each document destroyed shall be listed
in a destruction certificate, signed by the EU TOP SECRET Control
Officer and by the Officer witnessing the destruction, who shall be EU
TOP SECRET cleared. A note to this effect shall be made in the
logbook;
(b) The registry shall keep the destruction certificates, together with the
distribution sheets, for a period of ten years. Copies shall be forwarded
to the originator or to the appropriate central registry only when expli-
citly requested;
(c) EU TOP SECRET documents, including all classified waste resulting
from the preparation of EU TOP SECRET documents such as spoiled
copies, working drafts, typed notes, floppy disks, shall be destroyed,
under the supervision of a EU TOP SECRET Registry Control Officer,
by burning, pulping, shredding or otherwise reducing into an unrecogni-
sable and non-reconstitutable form.
2. EU SECRET documents shall be destroyed by the registry responsible for
those documents, under the supervision of a security cleared person, using
one of the processes indicated in paragraph 1 (c). EU SECRET documents
that are destroyed shall be listed on signed destruction certificates to be
retained by the Registry, together with the distribution forms, for at least
three years.
3. EU CONFIDENTIAL documents shall be destroyed by the registry respon-
sible for those documents, under the supervision of a security cleared
person, by one of the processes indicated in paragraph 1 (c). Their destruc-
tion shall be recorded according to instructions from the Member of the
Commission responsible for security matters.
4. EU RESTRICTED documents shall be destroyed by the registry responsible
for those documents or by the user, in accordance with instructions from the
Member of the Commission responsible for security matters.2000Q3614 — EN — 24.01.2002 — 003.001 — 36
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22.6.Destruction in emergencies
1. The Commission departments shall prepare plans based on local conditions
for the safeguarding of EU classified material in a crisis including if neces-
sary emergency destruction and evacuation plans. It shall promulgate
instructions deemed necessary to prevent EU classified information from
falling into unauthorised hands.
2. The arrangements for the safeguarding and/or destruction of EU SECRET
and EU CONFIDENTIAL material in a crisis shall under no circumstances
adversely affect the safeguarding or destruction of EU TOP SECRET mate-
rial, including the enciphering equipment, whose treatment shall take priority
over all other tasks.
3. The measures to be adopted for the safeguarding and destruction of enci-
phering equipment in an emergency shall be covered by specific instructions.
4. Instructions need to be available on the spot in a sealed envelope. Means/
tools for destruction must be available.
23. SECURITY MEASURES FOR SPECIFIC MEETINGS HELD OUTSIDE
THE COMMISSION PREMISES AND INVOLVING EU CLASSIFIED
INFORMATION
23.1.General
When Commission or other important meetings are held outside the Commis-
sion premises and where justified by the particular security requirements
relating to the high sensitivity of the issues or information dealt with, the
security measures described below shall be taken. These measures concern
only the protection of EU classified information; other security measures may
have to be planned.
23.2.Responsibilities
23.2.1.TheCommissionSecurity Office
The Commission Security Office shall cooperate with the competent authorities
of the Member State on whose territory the meeting is being held (the host
Member State), in order to ensure the security of the Commission's or other
important meetings and for the security of the delegates and their staff. As
regards the protection of security, it should specifically ensure that:
(a) Plans are drawn up to deal withsecurity th reats and security-related inci-
dents, the measures in question covering in particular the safe custody of
EU classified documents in offices;
(b) Measures are taken to provide possible access to Commission's communica-
tions system for the receipt and transmission of EU classified messages. The
host Member State will be requested to provide access if required to secure
telephone systems.
The Commission Security Office shall act as an adviser on security for the
preparation of the meeting; it should be represented there to help and advise
the Meeting Security Officer (MSO) and delegations as necessary.
Each delegation to a meeting shall be asked to designate a Security Officer, who
will be responsible for dealing with security matters within his/her delegation
and for maintaining liaison withth e Meeting Security Officer, as well as with
the Commission Security Office representative as required.
23.2.2.Meeting SecurityOfficer(MSO)
A Meeting Security Officer shall be appointed and be responsible for the
general preparation and control of general internal security measures and for
coordination with the other security authorities concerned. The measures taken
by the MSO shall in general relate to:
(a) Protective measures at the meeting place to ensure that the meeting is
conducted without any incident that might compromise the security of any
EU classified information that may be used there;
(b) Checking the personnel whose access to the place of the meeting, delega-
tions' areas and conference rooms is permitted, and checking any
equipment;
(c) Constant coordination with the competent authorities of the host Member
State and withth e Commission Security Office;2000Q3614 — EN — 24.01.2002 — 003.001 — 37
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(d) The inclusion of security instructions in the meeting dossier with due regard
for the requirements set out in these security rules and any other security
instructions considered necessary
23.3.Security measures
23.3.1.Security areas
The following security areas shall be established:
(a) A Class II security area, consisting of a drafting room, the Commission
offices and reprographic equipment, as well as delegations' offices as appro-
priate;
(b) A Class I security area, consisting of the conference room and interpreters'
and sound engineers' booths;
(c) Administrative areas, consisting of the press area and those parts of the
meeting place that are used for administration, catering and accommodation,
as well as the area immediately adjacent to the Press Centre and the meeting
place.
23.3.2.Passes
The MSO shall issue appropriate badges as requested by the delegations,
according to their needs. Where required, a distinction may be made as regards
access to different security areas.
The security instructions for the meeting shall require all persons concerned to
wear and display their badges prominently at all times within the place of the
meeting, so that they can be checked as needed by security personnel.
Apart from badge-holding participants, as few people as possible shall be
admitted to the meeting place. The MSO shall only allow national delegations
to receive visitors during the meeting upon their request. Visitors should be
given a visitor's badge. A visitor's pass form bearing his/her name and the
name of the person being visited shall be filled in. Visitors shall be accompa-
nied at all times by a security guard or by the person being visited. The
visitor's pass form shall be carried by the accompanying person, who shall
return it, together with the visitor's badge, to the security personnel when the
visitor leaves the meeting place.
23.3.3.Controlofphotographicandaudioequipment
No camera or recording equipment may be brought into a Class I security area,
with the exception of equipment brought by photographers and by sound engi-
neers duly authorised by the MSO.
23.3.4.Checking ofbriefcases,portablecomputersandpackages
Pass-holders allowed access to a security area may normally bring in their brief-
cases and portable computers (with own power supply only) without a check
being made. In the case of packages for delegations, delegations may take
delivery of the packages, which will either be inspected by the delegation
Security Officer, screened by special equipment or opened by security personnel
for inspection. If the MSO considers it necessary, more stringent measures for
the inspection of briefcases and packages may be laid down.
23.3.5.Technical security
The meeting room may be made technically secure by a technical security team,
which may also conduct electronic surveillance during the meeting.
23.3.6.Delegations' documents
Delegations shall be made responsible for taking EU classified documents to
and from meetings. They shall also be responsible for the verification and
security of those documents during their use in the premises assigned to them.
The host Member States' help may be requested for the transportation of classi-
fied documents to and from the place of the meeting.
23.3.7.Safecustodyofdocuments
If the Commission or delegations are unable to store their classified documents
in accordance with approved standards, they may lodge those documents in a
sealed envelope with the Meeting Security Officer, against receipt, so that the
latter can store the documents in accordance with approved standards.2000Q3614 — EN — 24.01.2002 — 003.001 — 38
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23.3.8.Inspectionofoffices
The Meeting Security Officer shall arrange for the Commission and delegations'
offices to be inspected at the end of each working day to ensure that all EU
classified documents are being kept in a safe place. If not, he/she shall take the
appropriate measures.
23.3.9.DisposalofEUclassified waste
All waste shall be treated as EU classified, and waste-paper baskets or bags
should be given to the Commission and delegations for its disposal. Before
leaving the premises they have been assigned, the Commission and delegations
shall take their waste to the Meeting Security Officer, who shall arrange for its
destruction according to the rules.
At the end of the meeting, all documents held but no longer wanted by the
Commission or delegations shall be treated as waste. A thorough search of
Commission and delegations' premises shall be made before the security
measures adopted for the meeting are lifted. Documents for which a receipt
was signed shall, as far as applicable, be destroyed as prescribed in Section
22.5.
24. BREACHES OF SECURITY AND COMPROMISE OF EU CLASSIFIED
INFORMATION
24.1.Definitions
A breachof security occurs as th e result of an act or omission contrary to a
Commission security provision that might endanger or compromise EU classi-
fied information.
Compromise of EU classified information occurs when it has wholly or in part
fallen into the hands of unauthorised persons, i.e. who do not have either the
appropriate security clearance or the necessary need-to-know or if there is the
likelihood of such an event having occurred.
EU classified information may be compromised as a result of carelessness,
negligence or indiscretion as well as by the activities of services which target
the EU or its Member States, as regards EU classified information and activities,
or by subversive organisations.
24.2.Reporting breaches of security
All persons who are required to handle EU classified information shall be thor-
oughly briefed on their responsibilities in this domain. They shall report at once
any breach of security that may come to their notice.
When a Local Security Officer or Meeting Security Officer discovers or is
informed of a breachof security relating to EU classified information or of th e
loss or disappearance of EU classified material, he or she shall take timely
action in order to:
(a) Safeguard evidence;
(b) Establishth e facts;
(c) Assess and minimise the damage done;
(d) Prevent a recurrence;
(e) Notify the appropriate authorities of the effects of the breach of security.
In this context, the following information shall be provided:
(i) A description of the information involved, including its classification,
reference and copy number, date, originator, subject and scope;
(ii) A brief description of the circumstances of the breach of security,
including the date and the period during which the information was
exposed to compromise;
(iii) A statement of whether the originator has been informed.
It shall be the duty of each security authority, as soon as it is notified that such a
breach of security may have occurred, to report the fact immediately to the
Commission Security Office.
Cases involving EU RESTRICTED information need to be reported only when
they present unusual features.
On being informed that a breach of security has occurred, the Member of the
Commission responsible for security matters shall:
(a) Notify the authority that originated the classified information in question;
(b) Ask the appropriate security authorities to initiate investigations;2000Q3614 — EN — 24.01.2002 — 003.001 — 39
▼M1
(c) Coordinate enquiries where more than one security authority is affected;
(d) Obtain a report on the circumstances of the breach, the date or period during
which it may have occurred and was discovered, with a detailed description
of the content and classification of the material involved. Damage done to
the interests of the EU or of one or more of its Member States and action
taken to prevent a recurrence shall also be reported.
The originating authority shall inform the addressees and shall give appropriate
instructions.
24.3.Legal action
Any individual who is responsible for compromising EU classified information
shall be liable to disciplinary action according to the relevant rules and regula-
tions, particularly title VI of the Staff Regulations. Such action shall be without
prejudice to any further legal action.
In appropriate cases, on the basis of the report mentioned in Section 24.2, the
Member of the Commission responsible for security matters shall take all neces-
sary steps in order to allow the competent national authorities to start criminal
law procedures.
25. PROTECTION OF EU CLASSIFIED INFORMATION HANDLED IN
INFORMATION TECHNOLOGY AND COMMUNICATIONS SYSTEMS
25.1.Introduction
25.1.1.General
The security policy and requirements shall apply to all communications and
information systems and networks (hereinafter systems) handling information
classified EU CONFIDENTIAL and above. They shall be applied as a supple-
ment to Commission Decision C (95) 1510 final of 23 November 1995 on the
protection of informatics systems.
Systems handling EU RESTRICTED information also require security measures
to protect the confidentiality of that information. All systems require security
measures to protect the integrity and availability of those systems and of the
information they contain.
The IT security policy applied by the Commission has the following elements:
— It forms an integral part of security in general, and complements all
elements of information security, personnel security and physical security;
— Division of responsibilities between technical system owners, owners of
EUCI stored or handled in technical systems, IT security specialists and
users;
— Description of security principles and requirements of eachIT system;
— Approval of these principles and requirements by a designated authority;
— Taking into account the specific threats and vulnerabilities in the IT area.
25.1.2.Threatsto,andvulnerabilities ofsystems
A threat can be defined as a potential for the accidental or deliberate compro-
mise of security. In the case of systems, such a compromise involves loss of one
or more of the properties of confidentiality, of integrity and of availability. A
vulnerability can be defined as a weakness or lack of controls that would facil-
itate or allow a threat actuation against a specific asset or target.
EU classified and unclassified information handled in systems in a concentrated
form designed for rapid retrieval, communication and use is vulnerable to many
threats. These include access to the information by unauthorised users or,
conversely, denial of access to authorised users. There are also the risks of the
unauthorised disclosure, corruption, modification or deletion of the information.
Furthermore, the complex and sometimes fragile equipment is expensive and
often difficult to repair or replace rapidly.
25.1.3.Mainpurposeofsecurity measures
The main purpose of the security measures stated in this section is to provide
protection against unauthorised disclosure of EU classified information (the
loss of confidentiality) and against the loss of integrity and availability of infor-
mation. To achieve adequate security protection of a system handling EU
classified information, the appropriate standards of conventional security shall
be specified by the Commission Security Office, along with appropriate special
security procedures and techniques particularly designed for each system.2000Q3614 — EN — 24.01.2002 — 003.001 — 40
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25.1.4.System-specific securityrequirementstatement (SSRS)
For all systems handling information classified EU CONFIDENTIAL and
above, a System-specific security requirement statement (SSRS) shall be
required to be produced by its Technical System Owner (TSO, see Section
25.3.4) and the Information Owner (see Section 25.3.5) in cooperation with
input and assistance as required from the project staff and from the Commission
Security Office (as INFOSEC Authority -IA, see Section 25.3.3) and approved
by the Security Accreditation Authority (SAA, see Section 25.3.2).
An SSRS shall also be required where the availability and integrity of the EU
RESTRICTED or unclassified information is deemed critical by the Security
Accreditation Authority (SAA).
The SSRS shall be formulated at the earliest stage of a project's inception and
shall be developed and enhanced as the project develops, fulfilling different
roles at different stages in the project and system's life cycle.
25.1.5.Security modesofoperation
All systems handling information classified EU CONFIDENTIAL and above
shall be accredited to operate in one, or where warranted by requirements during
different time periods, more than one, of the following security modes of opera-
tion, or their national equivalent:
(a) Dedicated.
(b) System high, and
(c) Multi-level.
25.2.Definitions
‘Accreditation’ shall mean: the authorisation and approval granted to a system
to process EU classified information in its operational environment.
Note:Such accreditation should be made after all appropriate security procedures have
been implemented and a sufficient level of protection of the system resources
has been achieved. Accreditation should normally be made on the basis of the
SSRS, including the following:
(a) A statement of the objective of accreditation for the system; in particular,
what classification level(s) of information are to be handled and what
system or network security mode(s) of operation is being proposed;
(b) Production of a risk management review to identify the threats and vulner-
abilities and measures to counter them;
(c) The Security Operating Procedures (SecOPs) with a detailed description of
the proposed operations (e.g., modes, services, to be provided) and including
a description of the system security features which shall form the basis ofaccreditation;
(d) The plan for the implementation and maintenance of the security features;
(e) The plan for initial and follow-on system security or network security test,
evaluation and certification, and
(f) Certification, where required, together with other elements of accreditation.
‘Central Information Security Officer’ (CISO) shall mean the official in a
central IT service who coordinates and supervises security measures for
centrally organised systems.
‘Certification’ shall mean: the issue of a formal statement, supported by an inde-
pendent review of the conduct and results of an evaluation, of the extent to
which a system meets the security requirement, or a computer security product
meets pre-defined security claims.
‘Communications Security’ (COMSEC) shall mean: The application of security
measures to telecommunications in order to deny unauthorised persons informa-
tion of value which might be derived from the possession and study of such
telecommunications or to ensure the authenticity of such telecommunications.
Note:Suchmeasures include cryptograph ic, transmission and emission security; and
also include procedural, physical, personnel, document and computer security.
‘Computer Security’ (COMPUSEC) shall mean: The application of hardware,
firmware and software security features to a computer system in order to protect
against, or prevent, the unauthorised disclosure, manipulation, modification/dele-
tion of information or denial of service.2000Q3614 — EN — 24.01.2002 — 003.001 — 41
▼M1
‘Computer Security Product’ shall mean: A generic computer security item
which is intended for incorporation into an IT system for use in enhancing, or
providing for, confidentiality, integrity or availability of information handled.
‘Dedicated Security Mode of Operation’ shall mean: A mode of operation in
which ALL individuals with access to the system are cleared to the highest clas-
sification level of information handled within the system, and with a common
need-to-know for ALL of the information handled within the system.
Notes:
(1) The common need-to-know indicates there is no mandatory requirement for
computer security features to provide separation of information within the
system.
(2) Other security features (for example, physical, personnel and procedural)
shall conform to the requirements for the highest classification level and
all category designations of the information handled within the system.
‘Evaluation’ shall mean: the detailed technical examination, by an appropriate
authority, of the security aspects of a system or of a cryptographic or a
computer security product.
Notes:
(1) The evaluation investigates the presence of required security functionality
and the absence of compromising side effects from such functionality and
assesses the incorruptibility of such functionality.
(2) The evaluation determines the extent to which the security requirements of a
system, or the security claims of a computer security product, are satisfied
and establishes the assurance level of the system or of the cryptographic, or
the computer security product's trusted function.
‘Information Owner’ (IO) shall mean the authority (Head of department) that
has the responsibility for creating, processing and the use of information,
including for deciding who shall be allowed to access this information.
‘Information Security’ (INFOSEC) shall mean: The application of security
measures to protect information processed, stored or transmitted in communica-
tion, information and other electronic systems against loss of confidentiality,
integrity or availability, whether accidental or intentional, and to prevent loss
of integrity and availability of the systems themselves.
‘INFOSEC Measures’ include those of computer, transmission, emission and
cryptographic security, and the detection, documentation and countering of
threats to information and to the systems.
‘IT Area’ shall mean: an area that contains one or more computers, their local
peripheral and storage units, control units and dedicated network and communi-
cations equipment.
Note:
This does not include a separate area in which remote peripheral devices or
terminals/workstations are located even though those devices are connected to
equipment in the IT area.
‘IT Network’ shall mean: organisation, geographically disseminated, of IT
systems interconnected to exchange data, and comprising the components of
the interconnected IT systems and their interface with the supporting data or
communications networks.
Notes:
(1) An IT network can use the services of one or several communications
networks interconnected to exchange data; several IT networks can use the
services of a common communications network.
(2) An IT network is called ‘local’ if it links several computers together in the
same site.
‘IT Network Security Features’ include the IT system security features of indi-
vidual IT systems comprising the network together with those additional
components and features associated withth e network as such(for example,
network communications, security identification and labelling mechanisms and
procedures, access controls, programs and audit trails) needed to provide an
acceptable level of protection for classified information.
‘IT System’ shall mean: Assembly of equipment, methods and procedures, and
if necessary, personnel, organised to accomplishinformation processing func-
tions.2000Q3614 — EN — 24.01.2002 — 003.001 — 42
▼M1
Notes:
(1) This is taken to mean an assembly of facilities, configured for handling
information within the system.
(2) Suchsystems may be in support of consultation, command, control, commu-
nications, scientific or administrative applications including word
processing;
(3) The boundaries of a system will generally be determined as being the
elements under the control of a single TSO.
(4) An IT system may contain subsystems some of which are themselves IT
systems.
‘IT System Security Features’ comprise all hardware/firmware/software func-
tions, characteristics, and features; operating procedures, accountability
procedures, and access controls, the IT area, remote terminal/workstation area,
and the management constraints, physical structure and devices, personnel and
communications controls needed to provide an acceptable level of protection
for classified information to be handled in an IT system.
‘Local Informatics Security Officer’ (LISO) shall mean the official in a
Commission department who is responsible for coordinating and supervising
security measures within his domain.
‘Multi-level Security Mode of Operation’ shall mean: A mode of operation in
which NOT ALL individuals with access to the system are cleared to the highest
classification level of information handled within the system, and NOT ALL
individuals with access to the system have a common need-to-know for the
information handled within the system.
Notes:(1) This mode of operation permits, currently, the handling of information of
different classification levels and of mixed information category designa-
tions.
(2) The fact that not all individuals are cleared to the highest levels, associated
with a lack of common need-to-know, indicates that there is a requirement
for computer security features to provide elective access to, and separation
of, information within the system.
‘Remote Terminal/workstation Area’ shall mean: an area containing some
computer equipment, its local peripheral devices or terminals/workstations and
any associated communications equipment, separate from an IT area.
‘Security Operating Procedures’ shall mean the procedures produced by the
Technical Systems Owner defining the principles to be adopted on security
matters, the operating procedures to be followed and personnel responsibilities.
‘SYSTEM-HIGH Security Mode of Operation’ shall mean: A mode of operation
in which ALL individuals with access to the system are cleared to the highest
classification level of information handled within the system, but NOT ALL
individuals with access to the system have a common need-to-know for the
information handled within the system.
Notes:(1) The lack of common need-to-know indicates that there is a requirement for
computer security features to provide selective access to, and separation of,
information within the system.
(2) Other security features (for example, physical, personnel and procedural)
shall conform to the requirements for the highest classification level and
all category designations of the information handled within the system.
(3) All information handled or being available to a system under this mode of
operation, together with output generated, shall be protected as potentially
of the information category designation and of the highest classification
level being handled until determined otherwise, unless there is an acceptable
level of trust that can be placed in any labelling functionality present.
‘A System Specific Security Requirement Statement’ (SSRS) is a complete and
explicit statement of the security principles to be observed and of the detailed
security requirements to be met. It is based on Commission security policy and
risk assessment, or imposed by parameters covering the operational environ-
ment, the lowest level of personnel security clearance, the highest classification
of information handled, the security mode of operation or user requirements.
The SSRS is an integral part of project documentation submitted to the appro-
priate authorities for technical, budgetary and security approval purposes. In its
final form, the SSRS constitutes a complete statement of what it means for the
system to be secure.2000Q3614 — EN — 24.01.2002 — 003.001 — 43
▼M1
‘Technical Systems Owner’ (TSO) shall mean the authority responsible for the
creation, maintenance, operation and closing down of a system.
‘Tempest’ countermeasures: security measures intended to protect equipment
and communication infrastructures against the compromise of classified infor-
mation through unintentional electromagnetic emissions and through
conductivity.
25.3.Security responsibilities
25.3.1.General
The advisory responsibilities of the Commission Security Policy Advisory
Group, defined in Section 12, include INFOSEC issues. This Group shall orga-
nise its activities in such a way that it can provide expert advice on the above
issues.
The Commission Security Office shall be responsible for issuing detailed
INFOSEC provisions, based on the provisions in this chapter.
In case of problems regarding security (incidents, breaches, etc.), immediate
action shall be taken by the Commission Security Office.
The Commission Security Office shall have an INFOSEC Unit.
25.3.2.TheSecurity accreditation authority(SAA)
The Head of the Commission Security Office shall be the Security Accreditation
Authority (SAA) for the Commission. The SAA is responsible in the general
area of security and in the specialised areas of INFOSEC, Communication
security, Crypto security and Tempest security.
The SAA shall be responsible for ensuring the compliance of systems with the
Commission's security policy. One of its tasks shall be to grant the approval of a
system to handle EU classified information to a defined level of classification in
its operational environment.
The jurisdiction of the Commission SAA shall cover all systems in operation
within the premises of the Commission. When different components of a systemcome under the jurisdiction of the Commission SAA and other SAAs, all parties
concerned may appoint a joint accreditation board under the coordination of the
Commission SAA.
25.3.3.TheINFOSECAuthority(IA)
The Head of the Commission Security Office INFOSEC Unit is the INFOSEC
Authority for the Commission. The INFOSEC Authority is responsible for:
— Providing technical advice and assistance to the SAA;
— Assisting in the development of the SSRS;— Reviewing the SSRS to ensure consistency with these security rules and the
INFOSEC policies and architecture documents;
— Participating in the accreditation panels/boards as required and providing
INFOSEC recommendation on accreditation to the SAA;
— Providing support to the INFOSEC training and education activities;
— Providing technical advice in investigation of INFOSEC related incidents;— Establishing technical policy guidance to ensure that only authorised soft-
ware is used.
25.3.4.TheTechnical SystemsOwner(TSO)
The responsibility for the implementation and operation of controls and special
security features of a system lies with the owner of that system, the Technical
Systems Owner (TSO). For centrally owned systems a Central Informatics
Security Officer (CISO) shall be nominated. Each department shall, as appro-
priate, nominate a Local Informatics Security Officer (LISO). The
responsibility of a TSO includes the creation of the Security Operating Proce-
dures (SecOPs) and extends throughout the life cycle of a system from the
project concept stage to final disposal.
The TSO shall specify the security standards and practices to be met by the
supplier of the system.
The TSO may delegate a part of its responsibilities where appropriate to a Local
Informatics Security Officer. A single person may perform the various
INFOSEC functions.2000Q3614 — EN — 24.01.2002 — 003.001 — 44
▼M1
25.3.5.TheInformationOwner(IO)
The Information Owner (IO) shall be responsible for EUCI (and other informa-
tion) that is to be introduced, processed and produced in technical systems. He
shall define the requirements for access to this information in systems. He may
delegate this responsibility to an Information Manager or to a Database Manager
within his domain.
25.3.6.Users
All users shall be responsible for ensuring that their actions do not adversely
affect the security of the system that they are using.
25.3.7.INFOSECtraining
INFOSEC education and training shall be available to all staff needing it.
25.4.Non technical security measures
25.4.1.Personnelsecurity
Users of the system shall be cleared and have a need-to-know, as appropriate for
the classification and content of the information handled within their particular
system. Access to certain equipment or information specific to security of
systems will call for special clearance issued according to Commission proce-
dures.
The SAA shall designate all sensitive positions and specify the level of clear-
ance and supervision required by all personnel occupying them.
Systems shall be specified and designed in a way that facilitates the allocation
of duties and responsibilities to personnel so as to prevent one person having
complete knowledge or control of the system security keys points.
IT and remote terminal/workstation areas in which the security of the system
can be modified shall not be occupied by only one authorised official or other
employee.
The security settings of a system shall only be changed by at least two
authorised personnel working in conjunction.
25.4.2.Physical security
IT and remote terminal/workstation areas (as defined in Section 25.2) in which
information classified EU CONFIDENTIAL and above is handled by IT means,
or where potential access to such information is possible, shall be established as
EU Class I or Class II security areas, as appropriate.
25.4.3.Controlofaccesstoasystem
All information and material which allow access control to a system shall be
protected under arrangements commensurate with the highest classification and
the category designation of the information to which it may give access.
When no longer used for this purpose, the access control information and mate-
rial shall be destroyed pursuant to the provisions in Section 25.5.4.
25.5.Technical security measures
25.5.1.Security ofinformation
It shall be incumbent upon the originator of the information to identify and clas-
sify all information-bearing documents, whether they are in the form of hard-
copy output or computer storage media. Each page of hard-copy output shall
be marked, at the top and bottom, with the classification. Output, whether it is
the form of hard-copy or computer storage media shall have the same classifica-
tion as the highest classification of the information used for its production. Theway in which a system is operated may also impact on the classification of
outputs of that system.
It shall be incumbent upon the Commission departments and their information
holders to consider the problems of aggregation of individual elements of infor-
mation, and the inferences that can be gained from the related elements, and
determine whether or not a higher classification is appropriate to the totality of
the information.
The fact that the information may be a brevity code, transmission code or in any
form of binary representation does not provide any security protection and
should not, therefore, influence the classification of the information.2000Q3614 — EN — 24.01.2002 — 003.001 — 45
▼M1
When information is transferred from one system to another the information
shall be protected during transfer and in the receiving system in the manner
commensurate with the original classification and category of the information.
All computer storage media shall be handled in a manner commensurate with
the highest classification of the stored information or the media label, and at
all times shall be appropriately protected.
Re-usable computer storage media used for recording EU classified information
shall retain the highest classification for which they have ever been used until
that information has been properly downgraded or declassified and the media
reclassified accordingly, or the media declassified or destroyed in accordance
witha procedure approved by th e SAA (see 25.5.4).
25.5.2.Controlandaccountability ofinformation
Automatic (audit trails) or manual logs shall be kept as a record of access to
information classified EU SECRET and above. These records shall be retained
in accordance withth ese security rules.
EU classified outputs held within the IT area may be handled as one classified
item and need not be registered, provided the material is identified, marked with
its classification and controlled in an appropriate manner.
Where output is generated from a system handling EU classified information,
and transmitted to a remote terminal/workstation area from an IT area, proce-
dures, agreed by the SAA shall be established for controlling and logging the
output. For EU SECRET and above, suchprocedures sh all include specific
instructions for accountability of the information.
25.5.3.Handlingandcontrol ofremovablecomputerstoragemedia
All removable computer storage media classified EU CONFIDENTIAL and
above shall be handled as material and general rules will apply. Appropriate
identification and classification markings need to be adapted to the specific
physical appearances of the media, to enable it to be clearly recognised.
Users shall take the responsibility for ensuring that EU classified information is
stored on media withth e appropriate classification marking and protection.
Procedures shall be established to ensure that, for all levels of EU information,
the storage of information on computer storage media is being carried out in
accordance withth ese security rules.
25.5.4.Declassification anddestructionofcomputerstoragemedia
Computer storage media used for recording EU classified information may be
downgraded or declassified in accordance witha procedure to be approved by
the SAA.
Computer storage media that have held EU TOP SECRET or special category
information shall not be declassified and reused.
If computer storage media cannot be declassified or is not reusable, it shall be
destroyed in accordance withth e above mentioned procedure.
25.5.5.Communicationssecurity
The Head of the Commission Security Office is the Crypto Authority.When EU classified information is transmitted electro-magnetically, special
measures shall be implemented to protect the confidentiality, integrity and avail-
ability of such transmissions. The SAA shall determine the requirements for
protecting transmissions from detection and interception. The information being
transmitted in a communication system shall be protected based upon the
requirements for confidentiality, integrity and availability.
When cryptographic methods are required to provide confidentiality, integrity
and availability such methods and its associated products shall be specifically
approved for the purpose by the SAA as Crypto Authority.
During transmission, the confidentiality of information classified EU SECRET
and above shall be protected by cryptographic methods or products approved
by the Member of the Commission responsible for security matters after having
consulted the Commission Security Policy Advisory Group. During transmis-
sion, the confidentiality of information classified EU CONFIDENTIAL or EU
RESTRICTED shall be protected by cryptographic methods or products
approved by the Commission Crypto Authority after having consulted the
Commission Security Policy Advisory Group.2000Q3614 — EN — 24.01.2002 — 003.001 — 46
▼M1
Detailed rules applicable to the transmission of EU classified information shall
be set out in specific security instructions approved by the Commission Security
Office after having consulted the Commission Security Policy Advisory Group.
Under exceptional operational circumstances, information classified EU
RESTRICTED, EU CONFIDENTIAL and EU SECRET may be transmitted in
clear text provided eachoccasion is explicitly auth orised and duly registered by
the Information Owner. Such exceptional circumstances are as follows:
(a) During impending or actual crisis, conflict, or war situations, and
(b) When speed of delivery is of paramount importance, and means of encryp-
tion are not available, and it is assessed that the transmitted information
cannot be exploited in time to adversely influence operations.
A system shall have the capability of positively denying access to EU classified
information at any or all of its remote workstations or terminals, when required
either by physical disconnection or by special software features approved by the
SAA.
25.5.6.Installationandradiationsecurity
Initial installation of systems and any major change thereto shall be so specified
that installation is carried out by security cleared installers under constant super-
vision by technically qualified personnel who are cleared for access to EU
classified information to the level equivalent to the highest classification which
the system is expected to store and handle.
Systems handling information classified EU CONFIDENTIAL and above shall
be protected in such a way that their security cannot be threatened by compro-
mising emanations and or conductivity, the study and control of which is
referred to as ‘Tempest’.
Tempest countermeasures shall be reviewed and approved by the Tempest
authority (see 25.3.2).
25.6.Security during handling
25.6.1.Security operatingprocedures(SecOPs)
Security Operating Procedures (SecOPs) define the principles to be adopted on
security matters, the operating procedures to be followed, and personnel respon-
sibilities. The SecOPs shall be prepared under the responsibility of the Technical
Systems Owner (TSO).
25.6.2.Softwareprotection/configuration management
Security protection of applications programs shall be determined on the basis of
an assessment of the security classification of the program itself rather than of
the classification of the information it is to process. The software versions in use
shall be verified at regular intervals to ensure their integrity and correct func-
tioning.
New or modified versions of software shall not be used for the handling of EU
classified information until verified by the TSO.
25.6.3.Checking forthepresence ofmalicioussoftware/computerviruses
Checking for the presence of malicious software/computer viruses shall be peri-
odically carried out in accordance with the requirements of the SAA.
All computer storage media arriving in the Commission shall be checked for the
presence of any malicious software or computer viruses, before being introduced
into any system.
25.6.4.Maintenance
Contracts and procedures for scheduled and on-call maintenance of systems for
which a SSRS has been produced shall specify requirements and arrangements
for maintenance personnel and their associated equipment entering an IT area.
The requirements shall be clearly stated in the SSRS and the procedures shall be
clearly stated in the SecOPs. Contractor maintenance requiring remote access
diagnostic procedures shall be permitted only in exceptional circumstances,
under stringent security control, and only with the approval of the SAA.2000Q3614 — EN — 24.01.2002 — 003.001 — 47
▼M1
25.7.Procurement
25.7.1.General
Any security product to be used with the system to be procured shall either have
been evaluated and certified, or currently be under evaluation and certification
by an appropriate Evaluation or Certification body of one of the EU Member
States against internationally acknowledged criteria (suchas th e Common
Criteria for Information Technology Security Evaluation, re ISO 15408).
Specific procedures are required to obtain ACPC approval.
In deciding whether equipment, particularly computer storage media, should be
leased rather than purchased, it shall be borne in mind that such equipment,
once used for handling EU classified information, cannot be released outside
an appropriately secure environment without first being declassified to the
approval of the SAA and that such approval may not always be possible.
25.7.2.Accreditation
All systems for which a SSRS has to be produced, prior to handling EU classi-
fied information, shall be accredited by the SAA, based upon information
provided in the SSRS, SecOPs and any other relevant documentation. Sub-
systems and remote terminals/workstations shall be accredited as part of all the
systems to which they are connected. Where a system supports both Commis-
sion and other organisations, the Commission and relevant Security Authorities
shall mutually agree on the accreditation.
The accreditation process may be carried out in accordance with an accredita-
tion strategy appropriate to the particular system and defined by the SAA.
25.7.3.Evaluation andcertification
Prior to accreditation, in certain instances, the hardware, firmware and software
security features of a system shall be evaluated and certified as being capable of
safeguarding information at the intended level of classification.
The requirements for evaluation and certification shall be included in system
planning, and clearly stated in the SSRS.
The evaluation and certification processes shall be carried out in accordance
withapproved guidelines and by tech nically qualified and appropriately cleared
personnel acting on behalf of the TSO.
The teams may be provided from a nominated Member State's evaluation or
certification authority or its nominated representatives, for example a competent
and cleared contractor.
The degree of evaluation and certification processes involved may be lessened
(for example, only involving integration aspects) where systems are based on
existing nationally evaluated and certified computer security products.
25.7.4.Routine checking ofsecurityfeaturesforcontinued accreditation
The TSO shall establish routine control procedures that shall ensure that all
security features of the system are still valid.
The types of change that would give rise to re-accreditation, or requiring the
prior approval of the SAA, shall be clearly identified and stated in the SSRS.
After any modification, repair or failure that could have affected the security
features of the system, the TSO shall ensure that a check is made to ensure the
correct operation of the security features. Continued accreditation of the system
shall normally depend on the satisfactory completion of the checks.
All systems where security features have been implemented shall be inspected
or reviewed on a periodic basis by the SAA. In respect of systems handling
EU TOP SECRET the inspections shall be carried out not less than once
annually.
25.8.Temporary or occasional use
25.8.1.Security ofmicrocomputers/personalcomputers
Microcomputers/Personal Computers (PCs) withfixed disks (or oth er non-vola-
tile storage media), operating either in stand-alone mode or as networked
configurations, and portable computing devices (for example, portable PCs and
electronic ‘notebooks’) with fixed hard disks, shall be considered as information
storage media in the same sense as floppy diskettes or other removable
computer storage media.2000Q3614 — EN — 24.01.2002 — 003.001 — 48
▼M1
This equipment shall be afforded the level of protection, in terms of access,
handling, storage and transportation, commensurate with the highest classifica-
tion level of information ever stored or processed (until downgraded or
declassified in accordance withapproved procedures).
25.8.2.Useofprivately-owned ITequipmentforofficial Commissionwork
The use of privately-owned removable computer storage media, software and IT
hardware (for example, PCs and portable computing devices) with storage
capability shall be prohibited for handling EU classified information.
Privately owned hardware, software and media shall not be brought into any
Class I or Class II area where EU classified information is handled without the
written authorisation of the Head of the Commission Security Office. This
authorisation can only be provided for technical reasons in exceptional cases.
25.8.3.Useofcontractor-ownedornationally-suppliedITequipmentforofficial
Commissionwork
The use of contractor-owned IT equipment and software in organisations in
support of official Commission work may be permitted by the Head of the
Commission Security Office. The use of nationally-provided IT equipment and
software may also be permitted; in this case, the IT equipment shall be brought
under the control of the appropriate Commission inventory. In either case, if the
IT equipment is to be used for handling EU classified information, then the
SAA shall be consulted in order that the elements of INFOSEC that are applic-
able to the use of that equipment are properly considered and implemented.
26. RELEASE OF EU CLASSIFIED INFORMATION TO THIRD STATES
OR INTERNATIONAL ORGANISATIONS
26.1.1.Principles regulatingthereleaseofEUclassified information
The Commission as a college shall decide on release of EU classified informa-
tion to third States or international organisations on the basis of:
— The nature and content of such information;
— The recipients' need to know;
— The measure of advantages to EU.
The originator of the EU classified information to be released will be asked for
its agreement.
These decisions will be taken on a case-by-case basis, depending on:
— The desired degree of cooperation with the third States or international orga-
nisations concerned;
— The confidence that may be placed in them — which ensues from the level
of security that would be applied to the EU classified information entrusted
to those States or organisations and from the consistency between the
security rules applicable there and those applied in EU. The Commission
Security Policy Advisory Group will give the Commission its technical
opinion on this point.
The acceptance of EU classified information by third States or international
organisations will imply an assurance that the information will be used for no
purposes other than those motivating the release or exchange of information,
and that they will provide the protection required by the Commission.
26.1.2.Levels
Once the Commission has decided that classified information may be released to
or exchanged with a given State or international organisation, it will decide on
the level of cooperation that is possible. This will depend in particular on the
security policy and regulations applied by that State or organisation.
There are three levels of cooperation:
Level 1
Cooperation withth ird States or withinternational organisations wh ose security
policy and regulations are very close to EU's.
Level 2
Cooperation withth ird States or withinternational organisations wh ose security
policy and regulations are markedly different from EU's.2000Q3614 — EN — 24.01.2002 — 003.001 — 49
▼M1
Level 3
Occasional cooperation withth ird States or withinternational organisations
whose policy and security regulations cannot be assessed.
Each level of cooperation shall determine the procedures and security provi-
sions, detailed in Appendices 3, 4, and 5.
26.1.3.Security agreements
Once the Commission has decided that there is a permanent or long-term need
for the exchange of classified information between the Commission and third
States or other international organisations, it will draw up ‘agreements on
security procedures for the exchange of classified information’ with them,
defining the purpose of cooperation and the reciprocal rules on the protection
of the information exchanged.
In the case of level 3 occasional cooperation, which by definition is limited in
time and purpose, a simple memorandum of understanding defining the nature
of the classified information to be exchanged and the reciprocal obligations
regarding that information may take the place of the ‘agreement on procedures
for the exchange of classified information’ on condition that it is classified no
higher than EU RESTRICTED.
Draft agreements on security procedures or memoranda of understanding, shall
be discussed by the Commission Security Policy Advisory Group before they
are presented to the Commission for a decision.
The Member of the Commission responsible for security matters shall request
all necessary assistance from Member State NSA's to ensure that the information
to be released is used and protected in accordance with the provisions of the
agreements on security procedures or memoranda of understanding.2000Q3614 — EN — 24.01.2002 — 003.001 — 50
Appendix 1
COMPARISON OFNATIONAL SECURITY CLASSIF ICATIONS
EU classification EU TOP SECRET EU SECRET EU CONFIDENTIAL EU RESTRICTED
NATO classification (1)
WEU classification Focal Top Secret WEU SECRET WEU CONFIDENTIAL WEU RESTRICTEDEURATOM classification (
2) EURATOM Top Secret EURATOM SECRET EURATOM Confidential EURATOM Restricted
Belgium Très Secret
Zeer GeheimSecret
GeheimConfidentiel
VertrouwelijkDiffusion restreinte
Beperkte Verspreiding
Denmark Yderst hemmeligt Hemmeligt Fortroligt Til tjenestebrugGermany STRENG GEHEIM GEHEIM VS(
3) — VERTRAULICH VS — NUR FÜR DEN DIENSTGEB-
RAUCH
Greece Άκρως Απόρρητο Απόρρητο Εµπιστευτικό Περιορισµένης χρήσης
Spain Secreto Reservado Confidencial Difusión limitadaFrance Très Secret Défense (
4) Secret Défense Confidentiel Défense Diffusion restreinte
Ireland Top Secret Secret Confidential RestrictedItaly Segretissimo Segreto Riservatissimo RiservatoLuxembourg Très Secret Secret Confidentiel Diffusion restreinte
Netherlands Stg. Zeer Geheim Stg. Geheim Stg. Confidentieel
Austria Streng Geheim Geheim Vertraulich EingeschränktPortugal Muito Secreto Secreto Confidencial Reservado▼M12000Q3614 — EN — 24.01.2002 — 003.001 — 51
EU classification EU TOP SECRET EU SECRET EU CONFIDENTIAL EU RESTRICTED
Finland Erittäin salainen Erittäin salainen Salainen Luottamuksellinen
Sweden Kvalificerat hemlig Hemlig Hemlig HemligUnited Kingdom Top Secret Secret Confidential Restricted
(1) NATO — correspondence with NATO classification levels will be established when the Security Agreement between the Commission and NATO is negotiate d.
(2) Euratom Regulation Number 3 of 31 July 1958 on the protection of Euratom classified information.
(3) Germany: VS = Verschlusssache.
(4) France: the classification ‘Très Secret Défense’, which covers governmental priority issues, may be changed only with the Prime Minister's author isation.▼M12000Q3614 — EN — 24.01.2002 — 003.001 — 52
Appendix 2
PRACTICAL CLASSIFICATION GUIDE
This guide is indicative and may not be construed as modifying the substantial provisions laid down in Sections 16, 17, 20 and 21.
Classification When Who AffixingDowngrading/declassification/destruction
Who When
EU TOP SECRET:
This classification shall
be applied only to info-
mation and material the
unauthorised disclosure
of which could cause ex-
ceptionally grave preju-
dice to the essential inter-
ests of the European
Union or of one or more
of its Member States
[16.1].The compromise of assets classified
EU TOP SECRET would be likely to:
— Threaten directly the internal sta-
bility of the EU or one of its
Member States or one of its
Member States or friendly coun-
tries
— Cause exceptionally grave da-
mage to relations withfriendly
governments
— Lead directly to widespread loss
of life
— Cause exceptionally grave da-
mage to the operational effective-
ness or security of Member States
or other contributors' forces, or to
the continuing effectiveness of ex-
tremely valuable security or intel-
ligence operations
— Cause severe long-term damage to
the EU or Member States econo-
my.Duly authorised persons
(originators), Directors
General, Heads of Ser-
vice [17.1]
Originators shall specify
a date, period or event
when the contents may
be downgraded or de-
classified. [16.2]
Otherwise they shall
keep the documents un-
der review every five
years at the latest, in or-
der to ensure that the
original classification is
necessary [17.3].The classification EU TOP SECRET
shall be affixed to EU TOP SECRET
documents, and where applicable a
security designator, and/or the de-
fence marking — ESDP, by mechan-
ical means and by hand [16.4, 16.5,
16.3].
The EU classifications and security
designators shall appear at the top
and bottom centre of eachpage, and
eachpage sh all be numbered. Each
document shall bear a reference num-
ber and a date; this reference numbershall appear on each page.
If they are to be distributed in several
copies, eachone sh all bear a copy
number, which will appear on the
first page, together with the total
number of pages. All annexes and en-
closures shall be listed on the first
page [21.1].Declassification or downgrading rests
solely with the originator, who shall
inform of the change any subsequent
addressees to whom he has sent or
copied the document [17.3].
EU TOP SECRET documents shall
be destroyed by the Central Registry
or sub-registry responsible for them.
Eachdocument destroyed sh all be
listed in a destruction certificate,
signed by the EU TOP SECRET Con-
trol Officer and by the Officer wit-
nessing the destruction, who shall beEU TOP SECRET cleared. A note to
this effect shall be made in the log-
book. The registry shall keep the de-
struction certificates, together with
the distributions sheet, for a period
of ten years [22.5].Surplus copies and docu-
ments no longer needed
must be destroyed [22.5].
EU TOP SECRET docu-
ments, including all clas-
sified waste resulting
from the preparation of
EU TOP SECRET docu-
ments suchas spoiled co-
pies, working drafts,
typed notes and carbon
paper, shall be destroyed,
under the supervision ofa EU TOP SECRET Con-
trol Officer, by burning,
pulping, shredding or
otherwise reducing into
an unrecognisable and
non-reconstitutable form
[22.5].▼M12000Q3614 — EN — 24.01.2002 — 003.001 — 53
Classification When Who AffixingDowngrading/declassification/destruction
Who When
EU SECRET:
This classification shall
be applied only to infor-
mation and material the
unauthorised disclosure
of which could seriously
harm the essential inter-
ests of the European Un-
ion or of one or more of
its Member States [16.1].The compromise of assets classified
EU SECRET would be liked to:
— Raise international tensions
— Seriously damage relations with
friendly governments
— Threaten life directly or seriously
prejudice public order or indivi-
dual security or liberty
— Cause serious damage to the op-
erational effectiveness or security
of Member States or other contri-
butors' forces, or to the continuing
effectiveness of highly valuable
security or intelligence operations
— Cause substantial material damage
to EU or one of its Member States
financial, monetary, economic and
commercial interests.Authorised persons (ori-
ginators), Directors
General, Heads of Ser-
vice [17.1].
Originators shall specify
a date period when the
contents may be down-
graded or declassified.
[16.2]
Otherwise they shall
keep the documents un-
der review every five
years at the latest, in or-
der to ensure that the
original classification is
necessary [17.3].The classification EU SECRET shall
be affixed to EU SECRET docu-
ments, and where applicable a secur-
ity designator and/or the defence
marking — ESDP, by mechanical
means and by hand [16.4, 16.5, 16.3].
The EU classifications and security
designators shall appear at the top
and bottom centre of eachpage, and
eachpage sh all be numbered. Each
document shall bear a reference num-
ber and a date; this reference number
shall appear on each page.
If they are to be distributed in several
copies, eachone sh all bear a copy
number, which will appear on the
first page, together with the total
number of pages. All annexes and en-
closures shall be listed on the first
page [21.1].Declassification and downgrading
rests soley with the originator, who
shall inform of the change any subse-
quent addressees to whom he has sent
or copied the document [17.3].
EU SECRET documents shall be de-
stroyed by the registry responsible
for those documents, under the super-
vision of a security cleared person.
EU SECRET documents that are de-
stroyed shall be listed on signed de-
struction certificates to be retained
by the Registry, together with the de-
struction forms, for at least three
years [22.5].Surplus copies and docu-
ments no longer needed
must be destroyed [22.5].
EU SECRET documents,
including all classified
waste resulting from the
preparation of EU SE-
CRET documents such
as spoiled copies, work-
ing drafts, typed notes
and carbon paper, shall
be destroyed by burning,
pulping, shredding or
otherwise reducing into
an unrecognisable and
non-reconstitutable form
[22.5].▼M12000Q3614 — EN — 24.01.2002 — 003.001 — 54
Classification When Who AffixingDowngrading/declassification/destruction
Who When
EU CONFIDENTIAL:
This classification shall
be applied to information
and material the un-
authorised disclosure of
which would harm the
essential interests of the
European Union or of
one or more of its Mem-
ber States [16.1].The compromise of assets classified
EU CONFIDENTIAL would be
likely to:
— Materially damage diplomatic re-
lations, that is, cause formal pro-
test or other sanctions;
— Prejudice individual security or
liberty;
— Cause damage to the operational
effectiveness or security of Mem-
ber States or other contributors'
forces, or to the effectiveness of
valuable security or intelligence
operations;
— Substantially undermine the finan-
cial viability of major organisa-
tions;
— Impede the investigation or facili-
tate the commission of serious
crime;
— Work substantially against EU or
Member States financial, mone-
tary, economic and commercial
interests;
— Seriously impede the development
or operation of major EU policies;
— Shut down or otherwise substan-
tially disrupt significant EU activ-
ities.Authorised persons (ori-
ginators), Directors
General and Heads of
Service [17.1].
Originators shall specify
a date or period when
the contents may be
downgraded or declassi-
fied. Otherwise they
shall keep the docu-
ments under review
every five years at the
latest, in order to ensure
that the original classifi-
cation is necessary
[17.3].The classification EU CONFIDEN-
TIAL shall be affixed to EU CONFI-
DENTIAL documents, and where ap-
plicable a security designator and/or
the defence-marking — ESDP intro-
duced, by mechanical means and by
hand or by printing on pre-stamped,
registered paper [16.4, 16.5, 16.3].
The EU classifications shall appear at
the top and bottom centre on each
page, and eachpage sh all be num-
bered. Eachdocument sh all bear a re-
ference number and a date.
All annexes and enclosures shall be
listed on the first page [21.1].Declassification and downgrading
rests solely with the originator, who
shall inform of the change any subse-
quent addressees to whom he has sent
or copied the document [17.3].
EU CONFIDENTIAL documents
shall be destroyed by the registry re-
sponsible for those documents, under
the supervision of a cleared person.
Their destruction shall be recorded in
accordance withnational regulations
and, in the case of Commission or
EU decentralised agencies, according
to instructions from the President
[22.5].Surplus copies and docu-
ments no longer needed
must be destroyed [22.5].
EU CONFIDENTIAL
documents, including all
classified waste resulting
from the preparation of
EU CONFIDENTIAL
documents suchas
spoiled copies, working
drafts, typed notes and
carbon paper, shall be de-
stroyed by burning, pulp-
ing, shredding or other-
wise reducing into an
unrecognisable and non-
reconstitutable form
[22.5].▼M12000Q3614 — EN — 24.01.2002 — 003.001 — 55
Classification When Who AffixingDowngrading/declassification/destruction
Who When
EU RESTRICTED:
This classification shall
be applied to information
and material the un-
authorised disclosure of
which could be disadvan-
tageous to the interests of
the EU or of one or more
of its Member States
[16.1].The compromise of assets classified
EU RESTRICTED would be likely
to:
— Adversely affect diplomatic rela-
tions
— Cause substantial distress to indi-
viduals
— Make it more difficult to maintain
the operational effectiveness or
security of Member States or
other contributors' forces
— Cause financial loss or facilitate
improper gain or advantage for in-
dividuals or companies
— Breachproper undertakings to
maintain the confidence of infor-
mation provided by third parties
— Breachstatutory restrictions on
disclosure of information
— Prejudice the investigation or fa-
cilitate the commission of crime
— Disadvantage EU or Member
States in commercial or policy ne-
gotiations withoth ers
— Impede the effective development
or operation of EU policies
— Undermine the proper manage-
ment of the EU and its operations.Authorised persons (ori-
ginators), Directors
General, Heads of Ser-
vice [17.1].
Originators shall specify
a date, period or event
when the contents may
be downgraded or de-
classified [16.2]. Other-
wise they shall keep the
documents under review
every five years at the
latest, in order to ensure
that the original classifi-
cation is necessary
[17.3].The classification EU RESTRICTED
shall be affixed to EU RESTRICTED
documents, and where applicable a
security designator and/or the defence
marking — ESDP, by mechanical or
electronic means [16.4, 16.5, 16.3].
The EU classification and security
designators shall appear at the top of
the first page, and each page shall be
numbered. Eachdocument sh all bear
a reference number and a date [21.1].Declassification rests solely withth e
originator, who shall inform of the
change any subsequent addressees to
whom they have sent or copied the
document [17.3].
EU RESTRICTED documents shall
be destroyed by the registry responsi-
ble for the document or by the user,
according to instructions from the
President [22.5].Surplus copies and docu-
ments no longer needed
must be destroyed [22.5].▼M12000Q3614 — EN — 24.01.2002 — 003.001 — 56
▼M1
Appendix3
Guidelines for the release of EU classified information to third States or
international organisations: Level 1 cooperation
PROCEDURES
1. The authority to release EU classified information to countries that are not
members of the European Union or to other international organisations,
whose security policy and regulations are comparable to EU's, lies with the
Commission as a college.
2. Pending the conclusion of a security agreement, the Member of the
Commission responsible for security matters is competent to examine
requests for the release of EU classified information.
3. In doing so he/she:
— Shall seek the opinions of the originators of the EUCI to be released;
— Shall establish the necessary contacts with the security bodies of the
beneficiary countries or international organisations to verify whether
their security policy and provisions are such as to guarantee that the
classified information released will be protected in accordance with
these security provisions;
— Shall seek the opinion of the Commission Security Policy Advisory
Group as to the confidence that can be placed in the beneficiary States
or international bodies.
4. The Member of the Commission responsible for security matters shall
forward the request and the Commission Security Policy Advisory Group's
opinion to the Commission for a decision.
SECURITY PROVISIONS TO BE APPLIED BY BENEFICIARIES
5. The Member of the Commission responsible for security matters shall notify
the beneficiary States or international organisations of the Commission's
decision to authorise the release of EU classified information.
6. The decision to release shall come into force only when the beneficiaries
have given a written assurance that they will:
— Use the information for no other than the agreed purposes;
— Protect the information in accordance with these security provisions and
in particular the special rules set out below.
7. Personnel
(a) The number of officials having access to the EU classified information
shall be strictly limited, based on the need-to-know principle, to those
persons whose duties require such access.
(b) All officials or nationals authorised to have access to information clas-
sified EU CONFIDENTIAL or above shall hold either a security
certificate at the appropriate level or the equivalent security clearance,
either one being issued by their own State's government.
8. Transmission of documents
(a) The practical procedures for the transmission of documents shall be
decided by agreement. Pending the conclusion of such an agreement
the provisions of Section 21 apply. The agreement shall in particular
specify the registries to which EU classified information is to be
forwarded.
(b) If the classified information whose release is authorised by the Commis-
sion includes EU TOP SECRET, the beneficiary State or international
organisation shall set up a central EU registry and, if necessary, EU
sub-registries. These registries shall apply strictly equivalent provisions
as those of Section 22 of these security provisions.
9. Registration
As soon as a registry receives a EU document classified EU CONFIDEN-
TIAL or above, it shall list the document in a special register held by the
organisation, with columns for the date received, particulars of the docu-
ment (date, reference and copy number), its classification, title, the
recipient's name or title, the date of return of the receipt and the date the
document is returned to the EU originator or is destroyed.2000Q3614 — EN — 24.01.2002 — 003.001 — 57
▼M1
10. Destruction
(a) EU classified documents shall be destroyed in accordance with the
instructions set out in Section 22 of these security provisions. Copies
of the destruction certificates for EU SECRET and EU TOP SECRET
documents shall be sent to the EU registry that has forwarded the docu-
ments.
(b) EU classified documents shall be included in emergency destruction
plans for the beneficiary bodies' own classified documents.
11. Protection of documents
Every step shall be taken to prevent unauthorised persons from having
access to EU classified information.
12. Copies, translations and extracts
No photocopies or translation shall be made of a document classified EU
CONFIDENTIAL or EU SECRET, or extracts taken, without the authorisa-
tion of the head of the security organisation concerned, who shall register
and check those copies, translations or extracts and stamp them as neces-
sary.
The reproduction or translation of a EU TOP SECRET document shall be
authorised only by the originating authority, which shall specify the number
of copies authorised; if the originating authority cannot be determined, the
request shall be referred to the Commission Security Service.
13. Breaches of security
When a breach of security involving a EU classified document has taken
place or is suspected, the following action shall be taken immediately,
subject to the conclusion of a security agreement:
(a) Carry out an investigation to establish the circumstances of the breach
of security;
(b) Notify the Commission Security Office, the relevant National Security
Authority and the originating authority, or clearly state that the latter
has not been notified if this has not been done;
(c) Take action to minimise the effects of the breach of security;
(d) Reconsider and implement measures to prevent any recurrence;
(e) Implement any measures recommended by the Commission Security
Office to prevent a recurrence.
14. Inspections
The Commission Security Office shall be permitted, by agreement with the
States or international organisations concerned, to carry out an assessment
of the effectiveness of measures for the protection of the EU classified
information released.
15. Reporting
Subject to the conclusion of a security agreement, as long as the State or
international organisation holds EU classified information, it shall submit a
yearly report, by a date specified when the authorisation to release the infor-
mation is given, confirming that these security provisions have been
complied with.2000Q3614 — EN — 24.01.2002 — 003.001 — 58
▼M1
Appendix4
Guidelines for the release of EU classified information to third States or
international organisations: Level 2 cooperation
PROCEDURES
1. The authority to release EU classified information to third States or interna-
tional organisations whose security policy and regulations are markedly
different from EU's lies with the originator. The authority to release EUCI
created within the Commission lies with the Commission as a college.
2. In principle, it is restricted to information classified up to and including EU
SECRET; it excludes classified information protected by special security
designators or markings.
3. Pending the conclusion of a security agreement, the Member of the
Commission responsible for security matters is competent to examine
requests for the release of EU classified information.
4. In doing so he/she:
— Shall seek the opinions of the originators of the EUCI to be released;
— Shall establish the necessary contacts with the security bodies of the
beneficiary States or international organisations to find out information
on their security policy and provisions, and in particular to draw up a
table comparing the classifications applicable in the EU and in the State
or organisation concerned;
— Shall arrange for a meeting of the Commission Security Policy Advisory
Group or, under a silent procedure if necessary, enquire from the
member States' National Security Authorities with a view to obtaining
the Commission Security Policy Advisory Group's opinion.
5. The Commission Security Policy Advisory Group's opinion shall be on the
following:
— The confidence that can be placed in the beneficiary States or interna-
tional organisations witha view to assessing th e security risks incurred
by the EU or its Member States;
— An assessment of the beneficiaries' ability to protect classified informa-
tion released by EU;
— Proposals as to practical procedures for the handling of the EU classified
information (providing expurgated versions of a text, for example) and
documents transmitted (retaining or deleting EU classification headings,
specific markings, etc.);
— Downgrading or declassification before the information is released to
the beneficiary countries or international organisations.
6. The Member of the Commission responsible for security matters shall
forward the request and the Commission Security Policy Advisory Group's
opinion to the Commission for a decision.
SECURITY RULES TO BE APPLIED BY BENEFICIARIES
7. The Member of the Commission responsible for security matters shall notify
the beneficiary States or international organisations of the Commission's
decision to authorise the release of EU classified information and of its
restrictions.
8. The decision to release shall come into force only when the beneficiaries
have given a written assurance that they will:
— Use the information for no other than the agreed purposes;
— Protect the information in accordance with the provisions laid down by
the Commission.
9. The following rules of protection shall apply unless the Commission, having
obtained the Commission Security Policy Advisory Group's technical
opinion, decides on a particular procedure for the handling of EU classified
documents (deleting mention of the EU classification, specific marking,etc.).
10. Personnel
(a) The number of officials having access to EU classified information shall
be strictly limited, based on the need-to-know principle, to those
persons whose duties require such access;2000Q3614 — EN — 24.01.2002 — 003.001 — 59
▼M1
(b) All officials or nationals authorised to have access to the classified
information released by the Commission shall have a national security
clearance or authorisation for access, to an appropriate level equivalent
to that of the EU, as defined in the comparative table;
(c) These national security clearances or authorisations shall be forwarded
to the President for information.
11. Transmission of documents
The practical procedures for the transmission of documents shall be decided
by agreement. Pending the conclusion of such an agreement the provisions
of Section 21 shall apply. The agreement shall in particular specify the
registries to which EU classified information is to be forwarded and the
precise addresses to which the documents shall be forwarded as well as the
courier or mail services used for the transmission of the EU classified infor-
mation.
12. Registration on arrival
The addressee State's NSA or its equivalent in the State receiving on behalf
of its government the classified information forwarded by the Commission,
or the security bureau of the recipient international organisation, shall open
a special register to record EU classified information on its receipt. The
Register shall contain columns indicating the date received, particulars of
the document (date, reference and copy number), its classification, title,
the addressee's name or title, the date of return of the receipt and the date
of return of the document to EU or its destruction.
13. Return of documents
When the recipient returns a classified document to the Commission, it shall
proceed as indicated in the paragraph ‘Transmission of documents’ above.
14. Protection
(a) When the documents are not in use, they shall be stored in a security
container that is approved for the storage of nationally-classified mate-
rial of the same classification. The container shall bear no indication of
its contents, which shall be accessible only to persons authorised to
handle EU classified information. Where combination locks are used,
the combination shall be known only to those officials in the State ororganisation having authorised access to the EU classified information
stored in the container and shall be changed every six months, or sooner
on the transfer of an official, on withdrawal of the security clearance of
one of the officials knowing the combination or if there is a risk of
compromise.
(b) EU classified documents shall be removed from the security container
only by those officials cleared for access to the EU classified docu-
ments and having need-to-know. They shall remain responsible for the
safe custody of those documents as long as they are in their possession
and, in particular, for ensuring that no unauthorised person has access to
the documents. They shall also ensure that the documents are stored in
a security container when they have finished consulting them and
outside working hours.
(c) No photocopies shall be made of a document classified EU CONFI-
DENTIAL or above, nor extracts taken, without the authorisation of
the Commission Security Office.
(d) The procedure for the rapid and total destruction of the documents in an
emergency shall be defined and confirmed with the Commission
Security Office.
15. Physical security
(a) When not in use, security containers used for storage of EU classified
documents shall be kept locked at all times;
(b) When it is necessary for maintenance or cleaning staff to enter or work
in a room which houses such security containers, they shall be escorted
at all times by a member of the State's or organisation's security service
or by the official more specifically responsible for supervising the
security of the room;
(c) Outside normal working hours (at night, at weekends and on public
holidays) the security containers containing EU classified documents
shall be protected either by a guard or by an automatic alarm system.2000Q3614 — EN — 24.01.2002 — 003.001 — 60
▼M1
16. Breaches of security
When a breach of security involving a EU classified document has taken
place or is suspected, the following action shall be taken immediately:
(a) Forward a report immediately to the Commission Security Office or the
NSA of the Member State that has taken the initiative in forwardingdocuments (witha copy to th e Commission Security Office);
(b) Conduct an enquiry, on completion of which a full report shall be
submitted to the security body (see (a) above). The requisite measures
to remedy the situation shall then be adopted.
17. Inspections
The Commission Security Office shall be permitted, by agreement with the
States or international organisations concerned, to carry out an assessment
of the effectiveness of measures for the protection of the EU classified
information released.
18. Reporting
Subject to the conclusion of a security agreement, as long as the State or
international organisation holds EU classified information, it shall submit a
yearly report, by a date specified when the authorisation to release the infor-mation is given, confirming that these security provisions have been
complied with.2000Q3614 — EN — 24.01.2002 — 003.001 — 61
▼M1
Appendix5
Guidelines for the release of EU classified information to third States or
international organisations: Level 3 cooperation
PROCEDURES
1. From time to time, the Commission may wish to cooperate in certain
special circumstances with States or organisations that cannot give the
assurances required by these security rules, but that cooperation may call
for the release of EU classified information.
2. The authority to release EU classified information to third States or interna-
tional organisations whose security policy and regulations are markedly
different from EU's lies with the originator. The authority to release EUCI
created within the Commission lies with the Commission as a college.
In principle, it is restricted to information classified up to and including EU
SECRET; it excludes classified information protected by special security
designators or markings.
3. The Commission shall consider the wisdom of releasing classified informa-
tion, assess the beneficiaries' need to know and decide on the nature of the
classified information that may be communicated.
4. If the Commission is in favour, the Member of the Commission responsible
for security matters
— Shall seek the opinions of the originators of the EUCI to be released;
— Shall arrange for a meeting of the Commission Security Policy Advisory
Group or, under a silent procedure if necessary, enquire from the
Member States' National Security Authorities with a view to obtaining
the Commission Security Policy Advisory Group's opinion.
5. The Commission Security Policy Advisory Group's opinion shall be on the
following:
(a) An evaluation of the security risks incurred by EU or its Member
States;
(b) The level of classification of the information that may be released;
(c) Downgrading or declassification before the information is released;
(d) Procedures for handling the documents to be released (see paragraph
below);
(e) The possible methods of transmission (use of public postal services,
public or secure telecommunications systems, diplomatic bag, cleared
couriers, etc.).
6. The documents released to the States or organisations covered in this
Appendix shall, in principle, be prepared without reference to the source
or an EU classification. The Commission Security Policy Advisory Group
may recommend:
— The use of a specific marking or codename;
— The use of a specific system of classification linking the sensitivity of
the information to the control measures required of the beneficiary
methods of transmission of the documents.
7. The President shall forward the Commission Security Policy Advisory
Group's opinion to the Commission for a decision.
8. Once the Commission has approved the release of EU classified information
and the practical implementing procedures, the Commission Security Office
shall establish the necessary contact with the security body of the State or
organisation concerned to facilitate the application of the security measures
envisaged.
9. The Member of the Commission responsible for security matters shall
inform the Member States about the nature and classification of the infor-
mation, listing the organisations and countries to which it may be released,
as decided by the Commission.
10. The Commission Security Office shall take all the necessary measures to
facilitate any consequent damage assessment and review of procedures.
Whenever the conditions of cooperation change, the Commission shall
reconsider the issue.2000Q3614 — EN — 24.01.2002 — 003.001 — 62
▼M1
SECURITY PROVISIONS TO BE APPLIED BY BENEFICIARIES
11. The Member of the Commission responsible for security matters shall notify
the beneficiary States or international organisations of the Commission's
decision to authorise the release of EU classified information, together
with the detailed rules of protection proposed by the Commission Security
Policy Advisory Group and approved by the Commission.
12. The decision shall come into force only when the beneficiaries have given a
written assurance that they will:
— Use the information for no other purpose than the cooperation decided
by the Commission;
— Offer the information the protection required by the Commission.
13. Transmission of documents
(a) The practical procedures for the transmission of documents shall be
agreed between the Commission Security Office and the security bodies
of the recipient States or international organisations. They shall in parti-
cular specify the precise addresses to which the documents must be
forwarded.
(b) Documents classified EU CONFIDENTIAL and higher shall be trans-
mitted under double cover. The inner envelope shall bear the specific
stamp or codename decided upon and a mention of the special classifi-
cation approved for the document. A receipt form shall be enclosed for
each classified document. The receipt form, which shall not itself be
classified, shall quote only the particulars of the document (its refer-
ence, date, copy number) and its language, not the title.
(c) The inner envelope shall then be placed in the outer envelope, which
shall carry a package number for receipting purposes. The outer
envelope shall not bear a security classification.
(d) A receipt showing the package number shall always be given to the
couriers.
14. Registration on arrival
The addressee State's NSA or its equivalent in the State receiving the clas-
sified information forwarded by the Commission on behalf of its
government, or the security bureau of the recipient international organisa-
tion, shall open a special register to record EU classified information on its
receipt. The Register shall contain columns indicating the date received,
particulars of the document (date, reference and copy number), its classifi-
cation, title, the addressee's name or title, the date of return of the receipt
and the date of return of the receipt to EU and the date of destruction of
the document.
15. Use and protection of the classified information exchanged
(a) Information at the level of EU SECRET shall be handled by specifically
designated officials, authorised to have access to information with this
classification. It shall be stored in good quality security cabinets that
can be opened only by the persons authorised to have access to the
information they contain. The areas in which those cabinets are located
shall be permanently guarded and a system of verification shall be set
up to ensure that only duly authorised persons are allowed to enter. EU
SECRET-level information shall be forwarded by diplomatic bag,
secure mail services or by secure telecommunications. An EU SECRET
document shall be copied only with the originating authority's written
agreement. All copies shall be registered and monitored. Receipts shall
be issued for all operations relating to EU SECRET documents;
(b) EU CONFIDENTIAL shall be handled by duly designated officials
authorised to be informed on the subject. Documents shall be stored in
locked security cabinets in controlled areas;
EU CONFIDENTIAL information shall be forwarded by diplomatic
bag, military mail services and secure telecommunications. Copies may
be made by the recipient body, their number and distribution being
recorded in special registers;
(c) EU RESTRICTED information shall be handled in premises that are not
accessible to unauthorised personnel and stored in locked containers.
Documents may be forwarded by public postal services as registered
mail in a double envelope and, in emergency situations during opera-
tions, by the unprotected public telecommunications systems. The
recipients may make copies;
(d) Unclassified information shall not call for special protection measures
and may be forwarded by mail and public telecommunications systems.
The addressees may make copies.2000Q3614 — EN — 24.01.2002 — 003.001 — 63
▼M1
16. Destruction
Documents no longer needed shall be destroyed. In the case of EU
RESTRICTED and EU CONFIDENTIAL documents, an appropriate note
shall be entered in the special registers. In the case of EU SECRET docu-
ments, destruction certificates shall be issued and signed by two persons
witnessing their destruction.
17. Breaches of security
If EU CONFIDENTIAL or EU SECRET information is compromised or
there is a suspicion of compromise, the NSA of the State or the head of
security in the organisation shall conduct an enquiry into the circumstances
of the compromise. The Commission Security Office shall be notified of its
results. The necessary steps shall be taken to remedy inadequate procedures
or storage methods if they have given rise to the compromise.2000Q3614 — EN — 24.01.2002 — 003.001 — 64
▼M1
Appendix6
LIST OFABBREVIATIONS
ACPC Advisory Committee on Procurement and Contracts
CrA Crypto AuthorityCISO Central Informatics Security Officer
COMPUSEC Computer Security
COMSEC Communication SecurityCSO Commission Security Office
ESDP European Security and Defence Policy
EUCI EU classified informationIA INFOSEC Authority
INFOSEC Information Security
IO Information OwnerISO International Organisation for Standardisation
IT Information Technology
LISO Local Informatics Security OfficerLSO Local Security Officer
MSO Meeting Security Officer
NSA National Security AuthorityPC Personal Computer
RCO Registry Control Officer
SAA Security Accreditation AuthoritySecOPS Security Operating Procedures
SSRS Specific Security Requirement Statement
TA Tempest AuthorityTSO Technical Systems Owner2000Q3614 — EN — 24.01.2002 — 003.001 — 65
▼M2
DETAILED RULES FOR THE APPLICATION OF REGULATION (EC)
No 1049/2001 OFTHE EUROPEAN PARLIAMENT AND OFTHE
COUNCIL REGARDING PUBLIC ACCESS TO EUROPEAN PARLIA-
MENT, COUNCIL AND COMMISSION DOCUMENTS
Whereas:
(1) In accordance with Article 255(2) of the EC Treaty, the European Parlia-
ment and the Council adopted Regulation (EC) No 1049/2001 regarding
public access to European Parliament, Council and Commission docu-
ments.(1)
(2) In accordance with Article 255(3) of the Treaty, Article 18 of the Regula-
tion, which lays down general principles and limits for the exercise of the
right of access to documents, provides that each institution is to adapt its
Rules of Procedure to the provisions of the Regulation,
Article 1
Beneficiaries
Citizens of the Union and natural or legal persons residing or having their regis-
tered office in a Member State shall exercise their right of access to
Commission documents under Article 255(1) of the Treaty and Article 2(1) of
Regulation (EC) No 1049/2001 in accordance with these detailed rules. This
right of access concerns documents held by the Commission, that is to say,
documents drawn up or received by it and in its possession.
Pursuant to Article 2(2) of Regulation (EC) No 1049/2001, citizens of third
countries not residing in a Member State and legal persons not having their
registered in one of the Member States shall enjoy the right of access to
Commission documents on the same terms as the beneficiaries referred to in
Article 255(1) of the Treaty.
However, pursuant to Article 195(1) of the Treaty, they shall not have the
option of laying a complaint before the European Ombudsman. But if the
Commission wholly or partly refuses them access to a document after a confir-
matory application, they may bring an action before the Court of First Instance
of the European Communities in accordance with the fourth paragraph of Article
230 of the Treaty.
Article 2
Access applications
All applications for access to a document shall be sent by mail, fax or e-mail to
the Secretariat-General of the Commission or to the relevant Directorate-General
or department. The addresses to which applications are to be sent shall be
published in the practical guide referred to in Article 8 of these Rules.
The Commission shall answer initial and confirmatory access applications
within fifteen working days from the date of registration of the application. In
the case of complex or bulky applications, the deadline may be extended by
fifteen working days. Reasons must be given for any extension of the deadline
and it must be notified to the applicant beforehand.
If an application is imprecise, as referred to in Article 6(2) of Regulation (EC)
No 1049/2001, the Commission shall invite the applicant to provide additional
information making it possible to identify the documents requested; the deadline
for reply shall run only from the time when the Commission has this informa-
tion.
Any decision which is even partly negative shall state the reason for the refusal
based on one of the exceptions listed in Article 4 of Regulation (EC) No 1049/
2001 and shall inform the applicant of the remedies available to him.
Article 3
Treatment of initial applications
Without prejudice to Article 9 of these Rules, as soon as the application is regis-
tered, an acknowledgement of receipt shall be sent to the applicant, unless the
answer can be sent by return post.
The acknowledgement of receipt and the answer shall be sent in writing, where
appropriate, by electronic means.2000Q3614 — EN — 24.01.2002 — 003.001 — 66
(1) OJ L 145, 31.5.2001, p. 43.
▼M2
The applicant shall be informed of the response to his application either by the
Director-General or the head of department concerned, or by a Director desig-
nated for this purpose in the Secretariat-General or by a Director designated in
the OLAF where the application concerns documents concerning OLAF activ-
ities referred to in Article 2(1) and (2) of Commission Decision 1999/352/EC,
ECSC, Euratom(1) establishing OLAF, or by a member of staff they have desig-
nated for this purpose.
Any answer which is even partly negative shall inform the applicant of his right
to submit, within fifteen working days from receipt of the answer, a confirma-
tory application to the Secretary-General of the Commission or to the Director
of OLAF where the confirmatory application concerns documents concerning
OLAF activities referred to in Article 2(1) and (2) of Decision 1999/352/EC,
ECSC, Euratom.
Article 4
Treatment of confirmatory applications
In accordance with Article 14 of the Commission's Rules of Procedure, the
power to take decisions on confirmatory applications is delegated to the Secre-
tary-General. However, where the confirmatory application concerns documents
concerning OLAF activities referred to in Article 2(1) and (2) of Decision 1999/
352/EC, ECSC, Euratom, the decision-making power is delegated to the
Director of OLAF.
The Directorate-General or department shall assist the Secretariat-General in the
preparation of the decision.
The decision shall be taken by the Secretary-General or by the Director of
OLAF after agreement of the Legal Service.
The decision shall be notified to the applicant in writing, where appropriate by
electronic means, and inform him of his right to bring an action before the Court
of First Instance or to lodge a complaint withth e European Ombudsman.
Article 5
Consultations
1. Where the Commission receives an application for access to a document
which it holds but which originates from a third party, the Directorate-General
or department holding the document shall check whether one of the exceptions
provided for by Article 4 of Regulation (EC) No 1049/2001 applies. If the docu-
ment requested is classified under the Commission's security rules, Article 6 of
these Rules shall apply.
2. If, after that examination, the Directorate-General or department holding
the document considers that access to it must be refused under one of the excep-
tions provided for by Article 4 of Regulation (EC) No 1049/2001, the negative
answer shall be sent to the applicant without consultation of the third-party
author.
3. The Directorate-General or department holding the document shall grant
the application without consulting the third-party author where:
(a) the document requested has already been disclosed either by its author or
under the Regulation or similar provisions;
(b) the disclosure, or partial disclosure, of its contents would not obviously
affect one of the interests referred to in Article 4 of Regulation (EC) No
1049/2001.
4. In all the other cases, the third-party author shall be consulted. In parti-
cular, if the application for access concerns a document originating from a
Member State, the Directorate-General or department holding the document
shall consult the originating authority where:
(a) the document was forwarded to the Commission before the date from which
Regulation (EC) No 1049/2001 applies;
(b) the Member State has asked the Commission not to disclose the document
without its prior agreement, in accordance with Article 4(5) of Regulation
(EC) No 1049/2001.
5. The third-party author consulted shall have a deadline for reply which
shall be no shorter than five working days but must enable the Commission to
abide by its own deadlines for reply. In the absence of an answer within the
prescribed period, or if the third party is untraceable or not identifiable, the2000Q3614 — EN — 24.01.2002 — 003.001 — 67
(1) OJ L 136, 31.5.1999, p. 20.
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Commission shall decide in accordance with the rules on exceptions in Article 4
of Regulation (EC) No 1049/2001, taking into account the legitimate interests of
the third party on the basis of the information at its disposal.
6. If the Commission intends to give access to a document against the
explicit opinion of the author, it shall inform the author of its intention to
disclose the document after a ten-working day period and shall draw his atten-
tion to the remedies available to him to oppose disclosure.
7. Where a Member State receives an application for access to a document
originating from the Commission, it may, for the purposes of consultation,
contact the Secretariat-General, which shall be responsible for determining the
Directorate-General or department responsible for the document within the
Commission. The issuing Directorate-General or department of the document
reply to the application after consulting the Secretariat-General.
Article 6
Treatment of applications for access to classified documents
Where an application for access concerns a sensitive document as defined in
Article 9(1) of Regulation (EC) No 1049/2001, or another document classified
under the Commission's security rules, it shall be handled by officials entitled
to acquaint themselves with the document.
Reasons shall be given on the basis of the exceptions listed in Article 4 of
Regulation (EC) No 1049/2001 for any decision refusing access to all or part
of a classified document. If it proves that access to the requested document
cannot be refused on the basis of these exceptions, the official handling the
application shall ensure that the document is declassified before sending it to
the applicant.
The agreement of the originating authority shall be required if access is to be
given to a sensitive document.
Article 7
Exercise of the right of access
Documents shall be sent by mail, fax or, if available, by e-mail, depending on
the application. If documents are voluminous or difficult to handle, the applicant
may be invited to consult the documents on the spot. This consultation shall be
free.
If the document has been published, the answer shall consist of the publication
references and/or the place where the document is available and where appro-
priate of its web address on the EUROPA site.
If the volume of the documents requested exceeds twenty pages, the applicant
may be charged a fee of EUR 0,10 per page plus carriage costs. The charges
for other media shall be decided case by case but shall not exceed a reasonable
amount.
Article 8
Measures facilitating access to the documents
1. The coverage of the register provided for by Article 11 of Regulation (EC)
No 1049/2001 shall be extended gradually. It shall be announced on the
EUROPA homepage.
The register shall contain the title of the document (in the languages in which it
is available), its serial number and other useful references, an indication of its
author and the date of its creation or adoption.
A help page (in all official languages) shall inform the public how the document
can be obtained. If the document is published, there shall be a link to the full
text.
2. The Commission shall draw up a practical guide to inform the public of
their rights under Regulation (EC) No 1049/2001. The guide shall be distributed
in all official languages on the EUROPA site and in booklet form.
Article 9
Documents directly accessible to the public
1. This Article applies only to documents drawn up or received after the date
from which Regulation (EC) No 1049/2001 applies.2000Q3614 — EN — 24.01.2002 — 003.001 — 68
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2. The following documents shall be automatically provided on request and,
as far as possible, made directly accessible by electronic means:
(a) agendas for Commission meetings;
(b) ordinary minutes of Commission meetings, after approval;
(c) documents adopted by the Commission for publication in the Official
JournaloftheEuropeanCommunities ;
(d) documents originating from third parties which have already been disclosed
by their author or with his consent;
(e) documents already disclosed following a previous application.
3. If it is clear that none of the exceptions provided for in Article 4 of Regu-
lation (EC) No 1049/2001 is applicable to them, the following documents may
be made available, as far as possible by electronic means, provided they do not
reflect opinions or individual positions:
(a) after the adoption of a proposal for an act of the Council or of the European
Parliament and of the Council, preparatory documents for that proposal that
were submitted to the College during the adoption process;
(b) after the adoption of an act by the Commission under the implementing
powers conferred on it, preparatory documents for that act submitted to the
College during the adoption process;
(c) after the adoption by the Commission of an act under its own powers, or of
a communication, report or working document, preparatory documents for
that document submitted to the College during the adoption process.
Article 10
Internal organisation
The Directors-General and heads of department shall have the power to decide
on the action to be taken on initial applications. To this end, they shall designate
an official to consider access applications and coordinate the response of his
Directorate-General or department.
Answers to initial applications shall be sent to the Secretariat-General for infor-
mation.
Confirmatory applications shall be sent for information to the Directorate-
General or department which answered the initial application.
The Secretariat-General shall ensure coordination and uniform implementation
of these rules by Commission Directorates-General and departments. To this
end, it shall provide all necessary advice and guidelines.2000Q3614 — EN — 24.01.2002 — 003.001 — 69
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PROVISIONS ON DOCUMENT MANAGEMENT
Whereas:
(1) All the Commission's activities and decisions in the political, legislative,
technical, financial and administrative fields ultimately lead to the produc-
tion of documents.
(2) Those documents must be managed on the basis of rules applicable to all
Directorates-General and equivalent departments, as they form a direct link
withactivities in progress and also reflect th e Commission's past activities
in its dual capacity as a European institution and European public adminis-
tration.
(3) Those standard rules must ensure that the Commission is able, at any time,
to provide information on the matters for which it is accountable. The docu-
ments and files kept by a Directorate-General or equivalent department must
therefore preserve the institution's memory, facilitate the exchange of infor-
mation, provide proof of operations carried out and meet the department's
legal obligations.
(4) Implementation of the abovementioned rules requires the establishment of a
sound and reliable organisational structure within each Directorate-General
or equivalent department, at interdepartmental level and at Commission
level.
(5) The establishment and implementation of a filing plan associated with a
common nomenclature for all the Commission's departments, which will
form part of the institution's activity-based management, will make it
possible to organise files and improve openness and access to documents.
(6) Efficient document management is an essential prerequisite for an effective
policy of public access to Commission documents. The establishment of
registers containing the references of documents drawn up or received by
the Commission will help citizens to exercise their right of access,
Article 1
Definitions
For the purposes of these provisions:
—document shall mean any content drawn up or received by the Commission
concerning a matter relating to the policies, activities and decisions falling
within the institution's competence and in the framework of its official tasks,
in whatever medium (written on paper or stored in electronic form or as a
sound, visual or audio-visual recording),
—fileshall mean the core around which the documents are organised in line
withth e institution's activities, for reasons of proof, justification or informa-
tion and to guarantee efficiency in the work.
Article 2
Object
These provisions set out the principles for document management.
Document management must ensure:
— the due creation, receipt and storage of documents,
— the identification of each document by means of appropriate signs enabling
it to be filed, searched for and easily referred to,
— the preservation of the institution's memory, retention of proof of activities
undertaken and fulfilment of the department's legal obligations,
— easy exchange of information,
— compliance withth e Commission's obligations as regards openness.
Article 3
Standard rules
Documents shall undergo the following operations:
— registration,
— filing,— storage,— transfer of files to the Historical Archives.2000Q3614 — EN — 24.01.2002 — 003.001 — 70
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These operations shall be carried out in accordance with a set of standard rules,
which shall apply uniformly to all the Commission's Directorates-General and
equivalent departments.
Article 4
Registration
As soon as a document is received or formally drawn up within a department, in
whatever medium, it shall be analysed with a view to determining what is to be
done with it and thus whether or not it must be registered.
A document drawn up or received by a Commission department must be regis-
tered if it contains important information which is not short-lived and/or may
involve action or follow-up by the Commission or one of its departments. If
the document is drawn up within the Commission, it shall be registered by the
originating department in its own system. If the document is received by the
Commission, it shall be registered by the recipient department. Any subsequent
processing of documents registered in this way shall refer to their original regis-
tration.
Registration must make it possible clearly and definitely to identify the docu-
ments drawn up or received by the Commission or one of its departments so
that they can be traced throughout their life cycle.
Registers shall be kept containing document references.
Article 5
Filing
Directorates-General and equivalent departments shall draw up a filing plan
adapted to their specific needs.
This filing plan, which shall be accessible by computer, shall be associated with
a common nomenclature defined by the Secretariat-General for all the Commis-
sion's departments. This nomenclature shall form part of the Commission's
activity-based management.
Registered documents shall be organised in files. For each matter falling within
the competence of the Directorate-General or equivalent department, a single
official file shall be constituted. Each official file must be complete and must
correspond to the activities of the department on the matter in question.
The creation of a file and its attachment to the filing plan of a Directorate-
General or equivalent department shall be the responsibility of the department
responsible for the activity covered by the file in accordance with practical
arrangements to be set out in eachDirectorate-General or equivalent department.
Article 6
Storage
Each Directorate-General or equivalent department shall ensure the physical
protection and the short- and medium-term accessibility of the documents for
which it is responsible, and must be in a position to produce or reconstruct the
files to which they belong.
The administrative rules and legal obligations shall determine the minimum
period for which a document must be kept.
EachDirectorate-General or equivalent department sh all determine its internal
organisational structure for the storage of its files. The minimum storage period
within its departments shall take account of a common list, drawn up in accor-
dance with the implementing rules referred to in Article 12, for the whole of the
Commission.
Article 7
Appraisal and transfer to the Historical Archives
Without prejudice to the minimum storage periods referred to in Article 6, the
document management centre(s) referred to in Article 9 shall carry out, at
regular intervals, in cooperation with the departments responsible for the files,
an appraisal of the documents and files which could be transferred to the
Commission's Historical Archives. After evaluating the proposals, the Historical
Archives may refuse the transfer of documents or files. Reasons shall be given
for any decision refusing transfer and the department concerned shall be
informed of suchdecision.
Files or documents which it is no longer considered necessary for the depart-
ments to keep shall be transferred no later than fifteen years after their2000Q3614 — EN — 24.01.2002 — 003.001 — 71
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production, by the document management centre and under the authority of the
Director-General, to the Commission's Historical Archives. These files or docu-
ments shall then be evaluated in accordance with the rules laid down in the
implementing rules referred to in Article 12 and intended to separate those
which must be stored from those which have no administrative or historical
value.
The Historical Archives shall have special repositories for storing the files and
documents transferred in this way. On request, they shall make the documents
and files available to the originating Directorate-General or equivalent depart-
ment.
Article 8
Classified documents
Classified documents shall be processed in accordance with the rules in force on
security.
Article 9
Document management centres
Each Directorate-General or equivalent department shall, while taking its struc-
ture and constraints into account, put in place or maintain one or more
document management centres.
The task of the document management centres shall be to ensure that the docu-
ments drawn up or received in their Directorate-General or equivalent
department are managed in accordance withth e rules.
Article 10
Document management officers
EachDirector-General or Head of Department sh all designate a document
management officer.
For the purpose of setting up a modern and efficient document and records
management system, the task of the document management officer shall be to:
— identify the types of document and file specific to the fields of activity of
the Directorate-General or equivalent department,
— draw up and update the inventory of the existing specific databases and
systems,
— draw up the filing plan of the Directorate-General or equivalent department,— draw up rules and procedures specific to the Directorate-General or equiva-
lent department which will be used for document and file management, and
to ensure that they are applied,
— organise, within the Directorate-General or equivalent department, training
for the staff in charge of the implementation, control and monitoring of the
management rules laid down in these provisions.
The document management officer shall ensure horizontal coordination between
the document management centre(s) and the other departments concerned.
Article 11
Interdepartmental group
An interdepartmental group of document management officers shall be set up. It
shall be chaired by the Secretariat-General and its task shall be to:
— ensure the correct and uniform application of these provisions within depart-
ments,
— deal with any issues which may arise from their application,— contribute to the preparation of the implementing rules referred to in Article
12,
— relay the requirements of Directorates-General and equivalent departments as
regards training and support measures.
The interdepartmental group shall be convened by its chairman, either on the
chairman's initiative or at the request of a Directorate-General or equivalent
department.2000Q3614 — EN — 24.01.2002 — 003.001 — 72
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Article 12
Implementing rules
Rules for the implementation of these provisions shall be adopted and regularly
updated by the Secretary-General, in agreement with the Director-General for
Personnel and Administration, acting on a proposal from the interdepartmentalgroup of document management officers.
The updating shall, in particular, take account of:
— the development of new information and communication technologies,
— changes in documentary sciences and the results of Community and interna-
tional research, including the emergence of new standards in the field,
— the Commission's obligations regarding openness and public access to docu-
ments and document registers,
— developments in the standardisation and presentation of the Commission's
documents and those of its departments,
— the rules laid down concerning the evidential value of electronic documents.
Article 13
Implementation in the departments
Each Director-General or Head of Department shall put in place the necessary
organisational, administrative and physical structure and provide the staff
required for the implementation of these provisions and the implementing rules
by his departments.
Article 14
Information, training and support
The Secretariat-General and the Directorate-General for Personnel and Adminis-
tration shall put in place the necessary information, training and support
measures to ensure the implementation and application of these provisions
within the Directorates-General and equivalent departments.
When determining training measures they shall take due account of the training
and support requirements of Directorates-General and equivalent departments as
relayed by the interdepartmental group of document management officers.
Article 15
Compliance with the provisions
The Secretariat-General shall be responsible for ensuring compliance with these
provisions in coordination withth e Directors-General and Heads of Department.2000Q3614 — EN — 24.01.2002 — 003.001 — 73