WRITTEN QUESTION E-1731/96 by Cristiana Muscardini (NI) to the Commission (25 June 1996)

Subject: Efficiency of European Union information systems

EU databases are divided between computers of at least three different makes with three different operating systems and different search systems which cause problems for operators. The structure of the databases is complicated and inappropriate and sometimes it is impossible to find a particular document even with the publication date and number. The user interface is so primitive that the full capacity of the computers cannot be used easily and efficiently. The user identification (login) for packet switching networks is different from that for Internet connections (via the telnet eurobase lu address).

Since it takes two months from publication of a document for it to be entered in the base, computerized documentary search is no advantage over a search for the paper version.

1. Are there plans to standardize databases by using only one type of computer and one interrogation system so that there is only one search method?

2. Is a new interface being planned or developed to enable database users to exploit the full potential of the systems without having to remember dozens of different commands?

3. Are there plans to integrate and standardize SPN and Internet access and has a graphic interface been considered for Internet access?

4. Has the Commission considered the possibility of checking the comprehensiveness and integrity of databases and speeding up the time between publication of documents and their input?

Answer given by Mr Santer on behalf of the Commission (13 September 1996)

The Commission is aware of the current diversity of the Community's databases emphasized by the Honourable Member.

This diversity results not only from the very varied coverage of the databases (documentary, statistical, budgetary) but also the techniques available when each base was set up. Given the diversity of the data to be managed, in terms of quantity, typology and use, standardization could only be achieved if the fonctionalities of each database could be guaranteed.

This being so, the Commission has been endeavouring for several years to make access to its databases more user-friendly. The Rapid, Info92, Eurocron, Eclas and Ted bases and, more recently, Celex and Scad have been equipped with menu-based interrogation interfaces.

More recently, Internet and the underlying technologies have made it possible to foresee a more radical harmonization of the user interfaces and easier surfing from base to base. The Commission is keenly attentive to this aspect and has undertaken a first series of projects. For example, WWW graphic interfaces have been created for the Ted and Celex bases and they are currently being tested; the development of such interfaces for the other most widely-used bases (Rapid, Info92, Scad) is under way or scheduled. However, work is restricted by funds which can be allocated to this modernization and the need to retain the collection of data which has accumulated in the existing bases over several years.

Accordingly:

1. harmonization of the interrogation interfaces is the Commission's aim. It will be achieved gradually and must take into account the characteristics of the various types of data;

2. one of the objectives of this harmonization will be to ensure that the user does not need to know a wide variety of languages and search systems;

3. access to public databases on the Eurobases and Echo servers is equally possible via Internet (telnet) and PSDN with the same access code (user-id). As soon as the graphic interfaces mentioned above are brought into service, access to the bases in question will also be possible through the WWW (graphic connection via a HTTP address on Internet);

4. the Commission is endeavouring to guarantee full coverage and rapid updating of the databases. The opportunities for harmonization now possible on Internet provide a valuable opportunity to improve the coverage offered by current bases in order to enhance complementarity. Thus, for example;

(a) the Europa server, currently under construction, aims to cover all Community activities and provide links with more specialized servers;

(b) the titles and bibliographical references of the C and L series of the Official Journal are available on the same day in Abel, and the full text of the S series (invitations to tender) of the Official Journal is available at the same time in Ted;

(c) Celex contains the documents published in the Official Journal on average ten days after they appear and the decisions of the Court of Justice on average two weeks after they are given, that is to say even before they are published in the Court Reports. Work on checking and adding documents missing from Celex is in hand;

(d) press releases by the Commission and other institutions appear daily in Rapid;

(e) with regard to the electronic dissemination of official documents, Europa should be linked to the Eudor server in time.

Lastly, as part of the Interchange of Data between administrations (IDA), and more specifically the project 'computerized exchange system - legislation' (SEI-LEG), the institutions have also undertaken a series of measures to reduce the time between the adoption of a document on paper and dissemination in the corresponding electronic version. Common standards will have to be adopted for the production and distribution of documents.