2000Q3614 — MT — 28.06.2007 — 010.002

Dan id-dokument ġie magħmul bil-ħsieb li jintuża bħala għodda ta’ dokumentazzjoni u l-istituzzjonijiet ma jassumu l-ebda responsabbiltà għall-kontenut tiegħu

Emendat bi:





Ikkoreġut b'









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IR-REGOLI TA' PROĊEDURA TAL-KUMMISSJONI

(K(2000) 3614)







IL-KUMMISSJONI TAL-KOMUNITAJIET EWROPEJ, Wara li kkunsidrat it-Trattat li jistabbilixxi l-Komunità Ewropea tal-Faħam u l-Azzar, u b'mod partikolari l-Artikolu 16 ta' dan it-Trattat, Wara li kkunsidrat it-Trattat li jistabbilixxi l-Komunità Ewropea, u b'mod partikolari l-Artikolu 218(2) ta' dan it-Trattat, Wara li kkunsidrat it-Trattat li jistabbilixxi l-Komunità Ewropea ta' l-Enerġija Atomika, u b'mod partikolari l-Artikolu 131 ta' dan it-Trattat, Wara li kkunsidrat it-Trattat dwar l-Unjoni Ewropea, u b'mod partikolari l-Artikoli 28(1) u 41(1) ta' dan it-Trattat, ADOTTAT DAWN IR-REGOLI TA' PROĊEDURA:







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KAPITOLU I

IL-KUMMISSJONI







TAQSIMA I

Dispożizzjonijiet Ġenerali

Artikolu 1

Il-prinċipju tar-responsabbiltà kollettiva

Il-Kummissjoni tagixxi kollettivament b’konformità mad-dispożizzjonijiet tar-regolament intern u b’rispett lejn il-linji gwida politiċi ddefiniti mill-President tagħha.

Artikolu 2

Il-prijoritajiet u l-programm ta’ hidma

B’rispett lejn il-linji gwida politiċi ddefiniti mill-President tagħha, il-Kummissjoni tistabbilixxi l-prijoritajiet strategiċi tagħha, li bis-saħħa tagħhom, kull sena, tadotta l-programm ta’ ħidma tagħha kif ukoll l-abbozz preliminari tal-bagit għas-sena ta’ wara.

Artikolu 3

Il-President

1. Il-President jista’ jagħti lill-Membri tal-Kummissjoni oqsma ta’ attivitajiet partikolari li għalihom ikunu speċifikament responsabbli għat-thejjija tal-hidmiet tal-Kummissjoni u t-twettiq tad-deċiżjonijiet tagħha.

F’kull ħin, huwa jista’ jimmodifika dawn il-kompiti.

2. Il-President jista’ jwaqqaf gruppi permanenti jew ad hoc fost il-Membri tal-Kummissjoni. Huwa jagħżel il-President ta’ dawn il-gruppi u jistabbilixxi l-għamla tagħhom. Huwa jistabbilixxi l-mandat ta’ dawn il-gruppi u japprova r-regoli operattivi tagħhom.

3. Il-President jirrappreżenta l-Kummissjoni. Huwa jagħżel il-Membri tal-Kummissjoni għall-kariga li jassistuh f’din il-hidma.

Artikolu 4

Il-proċess tat-teħid tad-deċiżjonijiet

Id-deċiżjonijiet tal-Kummissjoni jittieħdu:

a) fil-laqgħat tal-Kummissjoni bi proċedura orali jew

b) bi proċedura bil-miktub skond id-dispożizzjonijiet ta’ l-Artikolu 12 jew

ċ) bi proċedura ta’ awtorizzazzjoni skond id-dispożizzjonijiet ta’ l-Artikolu 13 jew

d) bi proċedura ta’ delega skond id-dispożizzjonijiet ta’ l-Artikolu 14.







TAQSIMA 2

Il-laqgħat tal-Kummissjoni

Artikolu 5

Meta tissejjah laqgħa

1. Il-Kummissjoni tissejjah għal-laqgħat mill-President.

2. B’regola generali, il-Kummissjoni tiltaqa’ mill-inqas darba fil-gimgħa. Barraminhekk, din tiltaqa’ kull meta jkun meħtieģ.

3. Il-Membri tal-Kummissjoni huma mehtiega jattendu għal-laqgħat kollha. Il-President jiddeċiedi jekk dawn ikunux eżentati minn dan l-obbligu f’ċertu ċirkostanzi.

Artikolu 6

L-agenda tal-laqgħat tal-Kummissjoni

1. Il-President jadotta l-agenda ta’ kull laqgħa tal-Kummissjoni.

2. Bla ħsara għall-poter tal-president li jistabbilixxi l-aġenda, kull proposta li timplika spejjeż sinnifikattivi għandha tiġi ppreżentata bi ftehim mal-membru tal-Kummissjoni nkarigat mill-baġit.

3. Jekk Membru tal-Kummissjoni jipproponi ż-żieda ta’ punt fl-agenda, il-President għandu jigi mgħarraf kif inhu stipulat mill-Kummissjoni b’konformità mar-regoli ta’ implimentazzjoni previsti fl-Artikolu 28 ta’ dawn ir-Regoli, minn hawn ‘il quddiem “ir-regoli ta’ implimentazzjoni”.

4. L-agenda u d-dokumenti mehtiega għandhom jitwasslu lill-Membri tal-Kummissjoni kif inhu stipulat minnha b’konformità mar-regoli ta’ implimentazzjoni.

5. Jekk Membru tal-Kummissjoni jitlob li jirtira punt mill-agenda, dan għandu jithalla għal-laqgħa li jkun imiss, jekk il-President jaqbel.

6. Fuq proposta tal-President, il-Kummissjoni tista’ tiddiskuti punt li ma jkunx fl-agenda jew li d-dokumenti ta’ hidma neċessarji għal dan il-punt ikunu tqassmu tard. Din tista’ tiddeċiedi li ma tiddiskutix punt li jinsab fl-agenda.

Artikolu 7

Il-Kworum

In-numru ta’ Membri li huma mehtiega li jkunu preżenti biex il-Kummissjoni tiddiskuti b’mod xieraq għandu jkun daqs il-maggoranza tal-Membri pprovduta fit-Trattat.

Artikolu 8

It-tehid tad-deċiżjonijiet

1. Il-Kummissjoni għanda tiehu d-deċiżjonijiet fuq il-proposta minn Membru wiehed jew aktar.

2. Il-Kummissjoni tgħaddi għal vot fuq talba ta’ wieħed mill-membri tagħha. Dan il-vot jikkonċerna l-abbozz inizjali jew l-abbozz emendat mill-membru jew il-membri responsabbli għall-inizjattiva in kwistjoni jew mill-President.

3. Id-deċiżjonijiet tal-Kummissjoni għandhom jigu adottati bil-maggoranza tal-voti tal-Membri, kif inhu pprovdut fit-Trattat.

4. Il-President għandu jeżamina r-riżultat tad-diskussjonijiet, li għandhom jigu mtennija fil-minuti tal-laqgħa kif inhu pprovdut fl-Artikolu 11 ta’ dawn ir-Regoli.

Artikolu 9

Il-kunfidenzjalità

Il-laqgħat tal-Kummissjoni m'għandhomx ikunu pubbliċi. Id-dibattiti għandhom jibqgħu kunfidenzjali.

Artikolu 10

Il-preżenza tal-funzjonarji u ta’ persuni ohra

1. Sakemm il-Kummissjoni ma tiddeċidix xort’ohra, is-Segretarju Generali u l-Kap tal-kabinett tal-President għandhom jassistu għal-laqgħat. Ir-regoli ta’ implimentazzjoni jiddeterminaw il-kundizzjonijiet li fihom persuni ohra huma awtorizzati li jassistu għal-laqgħat.

2. F’każ ta’ assenza ta’ wiehed mill-Membri tal-Kummissjoni, il-Kap tal-kabinett tiegħu jista’ jassisti għal-laqgħa, u fuq stedina mill-President, jippreżenta l-opinjoni tal-Membru assenti.

3. Il-Kummissjoni tista’ tiddeċiedi li tisma' kull persuna ohra.

Artikolu 11

Il-minuti

1. Il-minuti għandhom jittiehdu f’kull laqgħa tal-Kummissjoni.

2. L-abbozz tal-minuti huwa suggett għall-approvazzjoni tal-Kummissjoni f’laqgħa sussegwenti. Il-minuti approvati għandhom jigu awtentiċizzati bill-firem tal-President u tas-Segretarju Generali.







TAQSIMA 3

Il-proċeduri l-ohra għat-tehid tad-deċiżjonijiet

Artikolu 12

Id-deċiżjonijiet bi proċedura bil-miktub

1. Il-ftehim tal-Membri tal-Kummissjoni dwar abbozz minn wiehed jew aktar minnhom jista’ jinkiseb permezz ta’ proċedura bil-miktub, sakemm ikunu rċevew minn qabel l-opinjoni favorevoli tas-Servizz Legali kif ukoll il-qbil minn qabel tad-dipartimenti li jkunu gew ikkonsultati b’mod xieraq b’konformità mal-kundizzjonijiet stipulati fl-Artikolu 23 ta’ dawn ir-Regoli.

Din l-opinjoni favorevoli u/jew dan il-qbil jistgħu jigu mibdula bi ftehim bejn il-Kapijiet tal-kabinetti, b’konformità mal-proċedura miktuba ta’ finalizzazzjoni kif imfissra fir-regoli ta’ implimentazzjoni.

2. Għal dan il-għan, it-test ta’ l-abbozz għandu jitwassal bil-kitba lill-Membri tal-Kummissjoni kollha, taht il-kundizzjonijiet stipulati minn din, b’konformità mar-regoli ta’ implimentazzjoni, f‘limitu ta’ żmien li fih il-Membri għandhom jgħarrfu r-riżervi tagħhom jew l-emendi li jistgħu jkunu jridu jagħmlu fir-rigward ta’ l-abbozz.

3. Fil-proċedura bil-kitba, kull Membru tal-Kummissjoni jista’ jitlob li l-abbozz iwassal għal dibattitu. Għal dan il-għan, huwa għandu jindirizza talba lill-President.

4. Test ta’ abbozz jiġi meqjus bħala adottat mill-Kummissjoni jekk l-ebda Membru ma jkun ressaq jew ikkonferma talba għas-sospensjoni fil-limitu ta’ zmien stabbilit għall-proċedura bil-miktub.

Artikolu 13

Id-deċiżjonijiet bi proċedura ta’ delega

1. Sakemm ikun rispettat għal kollox il-prinċipju tar-responsabbiltà kollettiva, il-Kummissjoni tista’ tawtorizza wiehed jew iktar mill-Membri tagħha li jiehdu mizuri ta’ immaniggjar u ta’ amministrazzjoni f’isimha, fil-limiti u skond il-kundizzjonijiet li tistipula.

2. Il-Kummissjoni tista’ wkoll tinkariga lil wiehed jew iktar mill-Membri tagħha, bil-qbil tal-President, biex jadottaw it-test definittiv għal atti jew għal proposti li għandhom jigu pprezentati lill-istituzzjonijiet l-ohrajn, fejn is-sostanza tkun digà definita fid-diskussjonijiet tagħha.

3. Is-setgħat mogħtija b’dan il-mod jistgħu jigu sottodelegati lid-Diretturi Generali u lill-Kapijiet tad-Dipartimenti, sakemm dan ma jkunx ipprojbit b’mod espressiv fid-deċiżjoni tad-delega.

4. Id-dispożizzjonijiet ta’ l-ewwel, it-tieni u t-tielet paragrafi għandhom japplikaw mingħajr pregudizzju għar-regoli dwar id-delega fil-qasam finanzjarju u għas-setgħat mogħtija lill-awtorità li tahtar u lill-awtorità bis-setgħa li tikkonkludi l-kuntratti ta’ l-impjieg.

Artikolu 14

Id-deċiżjonijiet bi proċedura ta’ delega

Sakemm ikun irrispettat għal kollox il-prinċipju tar-responsabbiltà kollettiva tagħha, il-Kummissjoni tista’ tiddelega f’isimha l-adozzjoni tal-mizuri ta’ l-immaniggjar u ta’ l-amministrazzjoni lid-Diretturi Generali u lill-Kapijiet tad-Dipartimenti, fil-limiti u skond il-kundizzjonijiet li tistipula.

Artikolu 15

Is-sottodelaga għad-deċiżjonijiet individwali ta’ l-għotjiet u għotja ta’ kuntratti

Id-Direttur Generali jew il-Kap tas-servizz li jkun kiseb kompetenzi sottodelegati jew delegati, f’konformità ma’ l-Artikoli 13 u 14 għall-adozzjoni tad-deċiżjonijiet ta’ ffinanzjar, jista’ jiddeċiedi li jissottodelega t-tehid ta' ċerti deċiżjonijiet individwali ta' għotjiet jew ta' għotja ta' kuntratti lid-Direttur kompetenti jew, bi ftehim mal-Membru tal-Kummissjoni responsabbli, lill-Kap ta' l-Unità kompetenti, fil-limiti u l-kundizzjonijiet stipulati bir-regoli ta’ implimentazzjoni.

Artikolu 16

L-informazzjoni dwar id-deċiżjonijiet mehuda

Id-deċiżjonijiet adottati bi proċedura bil-miktub, bi proċedura ta’ delega jew bi proċedura ta’ delega għandhom jigu rregistrati f’nota ta’ kuljum li għandha tigi rregistrata fil-minuti tal-laqgħa tal-Kummissjoni li jkun imiss.







TAQSIMA 4

Dispożizzjonijiet komuni għall-proċeduri tat-tehid tad-deċiżjonijiet

Artikolu 17

L-awtentifikazzjoni ta’ l-atti adottati mill-Kummissjoni

1. L-atti adottati fil-laqgħa għandhom jigu mehmuza, fil-lingwa jew fil-lingwi awtentiċi, b’mod li ma jkunux jistgħu jigu sseparati, ma’ nota sommarja ppreparata fi tmiem il-laqgħa tal-Kummissjoni li fiha jkunu gew adottati. Dawn l-atti għandhom jigu awtentifikati bil-firem tal-President u tas-Segretarju Generali fl-ahhar pagna tan-nota sommarja.

2. L-atti adottati mill-proċedura bil-miktub u mill-proċedura ta’ delega f’konformità ma’ l-Artikoli 12 u 13, l-ewwel u t-tieni paragrafi, ta’ dawn ir-Regoli huma mehmuza fil-lingwa jew fil-lingwi awtentiċi b’mod li ma jkunux jistgħu jigu sseparati, man-nota ta’ kuljum imsemmija fl-Artikolu 16 ta’ dawn ir-Regoli. Dawn l-atti għandhom jigu awtentifikati bil-firem tas-Segretarju Generali fl-ahhar pagna tan-nota ta’ kuljum.

3. L-atti adottati mill-proċedura ta’ delega jew b’sottodelega huma mehmuza fil-lingwa jew fil-lingwi awtentiċi b’mod li ma jkunux jistgħu jigu sseparati, man-nota ta’ kuljum imsemmija fl-Artikolu 16. Dawn l-atti għandhom jigu awtentikati b’dikjarazzjoni ta’ awtoċertifikazzjoni ffirmata mill-uffiċjal sottodelegat jew delegat f’konformità mat-tielet paragrafu tal-Artikoli 13 u l-Artikoli 14 u 15.

4. Għall-finijiet ta’ dan ir-Regolament intern, “atti” tfisser kull att imsemmi fl-Artikolu 249 tat-Trattat tal-KE u fl-Artikolu 161 tat-Trattat tal-Euratom.

5. Għall-finijiet ta’ dan ir-Regolament intern, “lingwi awtentiċi” tfisser il-lingwi uffiċjali kollha tal-Komunitajiet, mingħajr pregudizzju lejn l-applikazzjoni tar-Regolament tal-Kunsill (KE) Nru 930/2004 ( 1 ), fejn jidhlu atti generali, u għal atti ohrajn, il-lingwa ta’ min ikun qed jigi indirizzat.







TAQSIMA 5

Il-preparazzjoni u l-ezekuzzjoni tad-deċiżjonijiet tal-Kummissjoni

Artikolu 18

Il-gruppi tal-Membri tal-Kummissjoni

Il-gruppi tal-Membri tal-Kummissjoni jagħtu kontribut għall-koordinazzjoni u għall-preparazzjoni tal-hidmiet tal-Kummissjoni, fil-qasam tal-prijoritajiet strategiċi stabbiliti mill-Kummissjoni u skond il-mandat u l-linji gwida politiċi stabbiliti mill-President.

Artikolu 19

Il-kabinetti u r-relazzjonijiet mad-dipartimenti

1. Il-Membri tal-Kummissjoni għandu jkollhom kabinett inkarigat li jassisti fit-twettiq tal-hidmiet tagħhom u fil-preparazzjoni tad-deċiżjonijiet tal-Kummissjoni. Ir-regoli dwar l-għamla tal-kabinetti jitwaqqfu mill-President.

2. Il-Membri tal-Kummissjoni japprovaw ir-regoli ta’ hidma mad-dipartimenti li qegħdin taht ir-responsabbiltà tagħhom. Dawn ir-regoli jispeċifikaw partikolarment il-mod ta’ kif il-Membri tal-Kummissjoni jagħtu l-istruzzjonijiet tagħhom lid-dipartimenti kkonċernati, li mingħandom jirċievu b'mod regolari kull informazzjoni mehtiega dwar il-qasam ta’ attività tagħhom biex jezerċitaw ir-responsabbiltà tagħhom.

Artikolu 20

Is-Segretarju Generali

1. Is-Segretarju Generali jassisti lill-President fil-preparazzjoni tal-hidmiet u fit-tmexxija tal-laqgħat tal-Kummissjoni. Huwa jassisti wkoll lill-presidenti tal-gruppi tal-Membri maħluqa b’konformità ma’ l-Artikolu 3, paragrafu 2, ta’ dawn ir-Regoli fil-preparazzjoni u fit-tmexxija tal-laqgħat tagħhom.

2. Huwa jizgura l-implimentazzjoni tal-proċeduri tat-tehid tad-deċiżjonijiet u jara li d-deċiżjonijiet imsemmija fl-Artikolu 4 ta’ dawn ir-Regoli jigu ezegwiti.

3. Hu għandu jgħin biex jizgura li jkun hemm il-kooperazzjoni meħtieģa bejn id-dipartimenti waqt il-hidmiet preparatorji, b’konformità mad-dispożizzjonijiet ta' l-Artikolu 23 ta’ dawn ir-Regoli, u jara li u li d-dokumenti sottomessi lill-Kummissjoni jkunu ta’ kwalità tajba fis-sustanza u li r-regoli dwar il-forma jkunu osservati.

4. Sakemm ma jkunx kaz speċifiku, huwa jiehu l-mizuri mehtiega biex jara li jkun hemm in-notifika u l-pubblikazzjoni fil-Gurnal Uffiċjali ta’ l-Unjoni Ewropea ta’ l-atti tal-Kummissjoni, kif ukoll it-tixrid ta’ dokumenti tal-Kummissjoni u tad-dipartimenti tagħha f’istituzzjonijiet ohrajn tal-Komunitajiet Ewropej.

5. Huwa jiżgura r-relazzjonijiet uffiċjali ma’ l-istituzzjonijiet l-oħra tal-Komunitajiet Ewropej, suggetti għall-kompetenzi li l-Kummissjoni tiddeċiedi li teżerċita hi stess jew li tagħti lill-Membri jew lid-dipartimenti tagħha. Huwa jsegwi l-ħidmiet ta’ l-istituzzjonijiet l-oħra tal-Komunitajiet Ewropej u jinforma lill-Kummissjoni dwar dawn.







KAPITOLU II

ID-DIPARTIMENTI TAL-KUMMISSJONI

Artikolu 21

L-istruttura tad-dipartimenti

Biex tipprepara u timplimenta l-azzjoni tagħha, il-Kummissjoni għandha għadd ta’ dipartimenti, strutturati f’Direttorati Generali u d-dipartimenti relatati.

B’mod ģenerali, id-Direttorati Generali u d-dipartimenti relatati huma mqassma f’direttorati, u d-direttorati f’units,

Artikolu 22

Il-holqien ta’ funżjonijiet u ta’ strutturi speċifiċi

Biex tilħaq ċertu bżonnijiet partikolari, il-Kummissjoni tista’ toħloq funżjonijiet u strutturi speċifiċi bil-kariga ta’ missjonijiet preċiżi. Hi tiddetermina wkoll ir-responsabbiltajiet u r-regoli ta' l-operat tagħhom.

Artikolu 23

Il-kooperazzjoni u l-koordinazzjoni bejn is-dipartimenti

1. Biex tkun assigurata l-effikaċja tal-Kummissjoni, id-dipartimenti jahdmu f’kooperazzjoni mill-qrib u b’mod koordinat sa mill-bidu tal-preparazzjoni u l-implimentazzjoni tad-deċiżjonijiet.

2. Id-dipartiment responsabbli mill-preparazzjoni ta’ inizjattiva jara li, sa mill-bidu tal-hidmiet preparatorji, ikun hemm koordinazzjoni effettiva bejn id-dipartiementi kollha li għandhom interess legittimu għal din l-inizjattiva in virtù tal-kompetenza u tar-responsabbiltajiet jew tan-natura tal-kwistjonijiet.

3. Qabel ma dokument jigi sottomess lill-Kummissjoni, id-dipartiment responsabbli jipproċedi fil-hin li hemm bzonn għall-konsultazzjonijiet tad-dipartimenti li għandhom interess legittimu għall-abbozz, b’konformità mar-regoli ta’ implimentazzjoni.

4. Il-konsultazzjoni tas-servizz legali huwa obbligatorju għall-abbozzi u l-proposti ta’ l-atti guridiċi kollha kif ukoll għad-dokumenti kollha li jista’ jkollhom implikazzjoni guridika.

Biex tinbeda proċedura tat-tehid tad-deċiżjonijiet pprovduta fl-Artikoli 12, 13 u 14 ta’ dawn ir-Regoli, il-konsultazzjoni tas-Servizz Legali hi dejjem mehtiega hlief għad-deċiżjonijiet dwar l-atti standard fejn il-ftehim ikun digà sar minn qabel (atti repetittivi). Din mhix mehtiega għad-deċiżjonijiet msemmija fl-Artikolu 15.

5. Il-konsultazzjoni tas-Segretarjat Generali hija obbligatorja għall-inizjattivi kollha:

a) li għandhom importanza politika jew

b) li jidhru fil-programm ta’ hidma annwali tal-Kummissjoni kif ukoll fl-istrument ta’ programmazzjoni fis-sehh jew

ċ) li jikkonċernaw l-aspetti istituzzjonali jew

d) li huma sottomessi għall-analizi ta’ impatt jew għal konsultazzjoni pubblika.

6. Bl-eċċezzjoni tad-deċiżjonijiet msemmija fl-Artikolu 15, il-konsultazzjoni tad-Direttorati Generali inkarigati mill-bagit, mill-impjegati u mill-amministrazzjoni hija obbligatorja għad-dokumenti kollha li jista’ jkollhom implikazzjoni fil-bagit, fil-finanzi, għall-impjegati u fl-amministrazzjoni rispettivament. L-istess bzonn japplika għad-dipartiment inkarigat mill-glieda kontra l-frodi.

7. Id-dipartiment responsabbli għandu jara kif jistabbilixxi proposta li tigbor il-ftehim tad-dipartimenti kkonsultati. F’kaz ta’ nuqqas ta’ ftehim, dan għandu jakkumpanja l-proposta bl-opinjonijiet differenti ta’ dawn id-dipartimenti, mingħajr pregudizzju lejn id-dispożizzjonijiet ta’ l-Artikolu 12 ta’ dawn ir-Regoli.







KAPITOLU III

ID-DELEGI

Artikolu 24

Il-Kontinwità fis-Servizz

Il-Membri tal-Kummissjoni u d-Dipartimenti għandhom jizguraw li jiehdu kull mizura xierqa biex jizguraw Il-kontinwità fis-servizz, skond id-dispożizzjonijiet adottati għal dan il-għan mill-Kummissjoni jew il-President.

Artikolu 25

Id-delegi tal-President

F’kaz li l-President ma jkunx jista’ jezerċita l-karigi tiegħu, dawn għandhom jigu ezerċitati mill-viċi-President jew minn Membru fl-ordni stabbilita mill-President.

Artikolu 26

Id-delegi tas-Segretarju Generali

F’kaz li s-Segretarju Generali ma jkunx jista’ jezerċita l-karigi tiegħu, dawn għandhom jigu ezerċitati mill-ogħla Deputat Segretarju Generali, u f’kaz li jkunu anzjani ndaqs, mill-akbar wiehed jew minn uffiċjal magħzul mill-Kummissjoni.

Fin-nuqqas ta’ Deputat Segretarju Generali prezenti jew ta’ uffiċjal magħzul mill-Kummissjoni, id-delega għanda tigi ezerċitata mill-uffiċjal subordinat prezenti l-iktar anzjan, u f’kaz li jkunu anzjani ndaqs, mill-akbar wiehed fl-ogħla kategorija u grad.

Artikolu 27

Id-delegati tas-superjuri gerarkiċi

1. Meta Direttur Generali huwa indispost, dan għandu jigi delegat mid-Deputat Direttur Generali prezenti l-iktar anzjan, u f’kaz li jkunu anzjani ndaqs, mill-akbar wiehed jew minn uffiċjal magħzul mill-Kummissjoni.

Fin-nuqqas ta’ Direttur Generali prezenti jew ta’ uffiċjal magħzul mill-Kummissjoni, id-delega għandha tigi ezerċitata mis-subordinat prezenti l-iktar anzjan, u f’kaz li jkunu anzjani ndaqs, mill-akbar wiehed fl-ogħla kategorija u grad.

2. Meta Kap tal-Unit huwa indispost, dan għandu jigi delegat mid-Deputat Kap tal-Unit jew minn uffiċjal magħzul mid-Direttur Generali.

Fin-nuqqas ta’ Deputat Kap tal-Unit prezenti jew ta’ uffiċjal magħzul mid-Direttur Generali, id-delega għanda tigi ezerċitata mis-subordinat l-iktar anzjan, u f’kaz li jkunu anzjani ndaqs, mill-akbar wiehed fl-ogħla kategorija u grad.

3. Kull superjur gerarkiku iehor għandu jigi delegat minn uffiċjal magħzul mid-Direttur Generali, bi ftehim mal-Membru tal-Kummissjoni responsabbli. F’kaz li ma jkunux gew magħzula s-sostituti, id-delega għandha tigi ezerċitata mis-subordinat l-iktar anzjan, u f’kaz li jkunu anzjani ndaqs, mill-akbar wiehed fl-ogħla kategorija u grad.







KAPITOLU IV

DISPOŻIZZJONIJIET FINALI

Artikolu 28

Regoli ta’ implimentazzjoni u miżuri supplementari

Sakemm hemm bżonn, il-Kummissjoni tiddeċiedi dwar ir-regoli ta’ implimentazzjoni ta’ dawn ir-Regoli.

Il-Kummissjoni tista’ tadotta miżuri supplimentari dwar l-operat tal-Kummissjoni u tad-dipartimenti tagħha.

Artikolu 29

Dħul fis-seħħ

Dawn ir-Regoli ta’ Proċedura se jidhlu fis-seħħ fl-1 ta’ Jannar 2006.

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ANNESS

KODIĊI DWAR IMĠIEBA AMMINISTRATTIVA TAJBA GĦALL-PERSUNAL TAL-KUMMISSJONI EWROPEA FIR-RELAZZJONIJIET TAGĦHOM MAL-PUBBLIKU

Servizz ta' kwalità

Il-Kummissjoni u l-persunal tagħha għandu jkollhom l-obbligu li jaqdu l-interess tal-Komunità, u fl-istess ħin, l-interess tal-pubbliku.

Il-pubbliku jistenna, b'mod leġittimu, servizz ta' kwalità u amministrazzjoni li hija trasparenti, aċċessabbli u mmexxija sewwa.

Servizz ta' kwalità jitlob illi l-Kummissjoni u l-persunal tagħha jimxu b'korteżija, b'mod oġġettiv u b'imparzjalità.

Għan

Sabiex il-Kummissjoni tkun tista' tissodisfa l-obbligu tagħha ta' imġieba amministrattiva tajba u b'mod partikolari, fir-relazzjonijiet tagħha mal-pubbliku, il-Kummissjoni tintrabat illi timxi ma' l-istandards ta' imġieba amministrattiva tajba stabbiliti f'dan il-Kodiċi u illi dawn l-istandards ħa jkunu l-gwida tagħha fil-ħidma ta' kuljum tagħha.

Kamp ta' Applikazzjoni

Dan il-Kodiċi jorbot lill-persunal kollu li jaqa' taħt ir-Regolamenti dwar il-Persunal li japplikaw għal Uffiċjali u l-Kondizzjonijiet ta' l-Impieg ta' Impjegati Oħra tal-Komunitajiet Ewropej (hawnhekk iżjed ‘il quddiem imsejjħa “Regolamenti dwar il-Persunal”) u taħt dispożizzjonijiet oħra dwar ir-relazzjonijiet bejn il-Kummissjoni u l-persunal tagħha li japplikaw għal uffiċjali u impjegati oħra tal-Komunitajiet Ewropej. Madankollu, persuni impjegati taħt kuntratt regolat mil-liġi privata, esperti issekondati mis-servizzi ċivili nazzjonali u persuni li għadhom fil-proċess ta' taħriġ, eċċ, li jaħdmu għall-Kummissjoni għandhom ikunu wkoll iggwidati minn dan il-Kodiċi fil-ħidma ta' kuljum tagħhom.

Ir-relazzjonijiet bejn il-Kummissjoni u l-persunal tagħha huma regolati esklussivament mir-Regolamenti dwar il-Persunal.

1. PRINĊIPJI ĠENERALI

Il-Kummissjoni tirrispetta l-prinċipji ġenerali li ġejjin fir-relazzjonijiet tagħha mal-pubbliku:

Legalità Il-Kummissjoni taġixxi skond il-liġi u tapplika r-Regoli u l-Proċeduri stabbiliti mil-leġislazzjoni Komunitarja.

L-ebda forma ta' diskriminazzjoni u trattament ugwali Il-Kummissjoni tirrispetta l-prinċipju li ma ssir l-ebda forma ta' diskriminazzjoni u b'mod partikolari, tiggarantixxi trattament ugwali għall-membri tal-pubbliku, irrispettivament min-nazzjonalità, sess, oriġini razzjali jew etnika, reliġjon jew twemmin, diżabilità, età jew orjentazzjoni sesswali. Għaldaqstant, differenzi fit-trattament ta' każijiet simili għandhom ikunu ġustifikati speċifikament a bażi tal-karratteristiċi rilevanti tal-każ partikolari konċernat.

Proporzjonalità Il-Kummissjoni tassigura illi l-miżuri li tieħu huma proporzjonali ma' l-iskop li tixtieq tilħaq. B'mod partikolari, il-Kummissjoni ħa tassigura illi l-applikazzjoni ta' dan il-Kodiċi qatt ma twassal għal imposizzjoni ta' piżijiet amministrattivi jew finanzjarji li ma jkunux proporzjonali għall-vantaġġ mistenni.

Konsistenza Il-Kummissjoni għandha tkun konsistenti fl-imġieba amministrattiva tagħha u għandha timxi skond il-prattika normali tagħha. Kull eċċezzjoni għal dan il-prinċipju għandha tkun ġustifikata.

2. LINJI TA' GWIDA GĦAL IMĠIEBA AMMINISTRATTIVA TAJBA

Oġġettività u imparzjalità

Il-persunal għandu dejjem jaġixxi b'mod oġġettiv u imparzjali fl-interess tal-Komunità u tal-pubbliku. Huwa għandu jaġixxi b'mod indipendenti fi ħdan il-qafas politiku stabbilit mill-Kummissjoni u l-imġieba tiegħu ma għandha qatt tkun iggwidata minn interess personali jew nazzjonali jew minn pressjoni politika.

Informazzjoni dwar proċeduri amministrattivi

Meta membru tal-pubbliku jitlob informazzjoni dwar proċedura amministrattiva tal-Kummissjoni, il-persunal għandu jassigura illi din l-informazzjoni tingħata fiż-żmien stabbilit fir-rigward tal-proċedura rilevanti.

3. INFORMAZZJONI DWAR ID-DRITTIJIET TA' PERSUNI INTERESSATI

Is-smigħ tal-persuni kollha li għandhom interess dirett

Fejn il-liġi Komunitarja tistabbilixxi illi persuni interessati għandhom jingħataw opportunità sabiex issemmgħu l-opinjonijiet tagħhom, il-persunal għandu jassigura li din l-opportunità tingħatalhom.

L-obbligu li d-deċiżjonijiet ikunu iġġustifikati

Deċiżjoni tal-Kummissjoni għandha tiddikjara b'mod ċar ir-raġunijiet għaliex ittieħdet din id-deċiżjoni u għandha tkun ikkomunikata lill-persuni u lill-partijiet konċernati.

Bħala regola ġenerali, għandha tingħata ġustifikazzjoni sħiħa għad-deċiżjonijiet. Madankollu, meta ma jkunx possibbli illi jkunu komunikati r-raġunijiet għaliex ittieħdet deċiżjoni individwali minħabba, per eżempju, in-numru kbir ta' persuni interessati f'deċiżjonijiet simili, jistgħu jingħataw tweġibiet standard. Dawn it-tweġibiet standard għandhom jinkludu r-raġunijiet prinċipali li jiġġustifikaw d-deċiżjoni meħuda. Barra minn hekk, persuna interessata li tagħmel talba espressa għal ġustifikazzjoni dettaljata għandha tingħata din il-ġustifikazzjoni dettaljata kif tkun talbet.

L-obbligu li jkunu dikjarati l-arranġamenti għall-appelli

Jekk il-liġi Komunitarja tipprovdi għad-dritt ta' appell, id-deċiżjonijiet notifikati għandhom jiddikjaraw b'mod ċar illi jista' jsir appell u għandhom jispjegaw kif jista' jsir l-appell, (l-isem u l-indirizz ta' l-uffiċċju tal-persuna jew tad-dipartiment li magħhom jrid isir l-appell u ż-żmien stabbilit sabiex ikun jista' jsir appell).

Fejn ikun approprjat, id-deċiżjonijiet għandhom jirreferu għall-possibbiltà li jinbdew proċeduri ġudizzjarji u/jew li jsir ilment lill-Ombudsman Ewropew skond l-Artikoli 230 jew 195 tat-Trattat li jistabbilixxi l-Komunità Ewropea.

4. KIF IKUNU TRATTATI INKJESTI

Il-Kummissjoni tintrabat illi twieġeb għal inkjesti bl-aktar mod xieraq u kemm jista' jkun fil-pront.

Talbiet għal dokumenti

Jekk dokument ikun diġa pubblikat, il-persuna li tagħmel l-inkjesta għandha tkun riferuta għand l-aġenti responsabbli mill-bejgħ fl-Uffiċċju tal-Pubblikazzjonijiet Uffiċjali tal-Komunitajiet Ewropej jew għaċ-ċentri ta' dokumentazzjoni jew informazzjoni li jipprovdu aċċess b'xejn għal dokumenti, bħal per eżempju Info-Points, ċentri ta' dokumentazzjoni Ewropea, eċċ. Ħafna mid-dokumenti huma wkoll aċċessibbli faċilment permezz ta' mezzi elettroniċi.

Ir-regoli dwar l-aċċess għal dokumenti huma stabbiliti f'miżura speċifika.

Korrispondenza

Skond l-Artikolu 21 tat-Trattat li jistabbilixxi l-Komunità Ewropea, il-Kummissjoni għandha twieġeb għall-ittri fil-lingwa ta' l-ittra mibgħuta lilha, sakemm din l-ittra inkitbet f'waħda mil-lingwi uffiċjali tal-Komunità.

Risposta għal ittra indirizzata lill-Kummissjoni għandha tintbagħat fi żmien 15-il jum utli mid-data ta' meta d-dipartiment tal-Kummissjoni responsabbli jirċievi l-ittra. Ir-risposta għanda tidentifika l-persuna responsabbli mill-kwistjoni u għandha tispjega kif din il-persuna tista' tkun ikkuntattjata.

Jekk ma tkunx tista' tintbagħat risposta fi żmien 15-il jum utli, u fil-każijiet kollha fejn ir-risposta teħtieg ħidma addizzjonali, bħal konsultazzjoni bejn id-dipartimenti jew traduzzjoni, il-membru tal-persunal responsabbli għandu jibgħat risposta temporanja u fiha għandu jindika data sa' meta min bagħat l-ittra jista' jistenna li jirċievi risposta kompleta. Dan il-membru, meta jagħmel din l-indikazzjoni, għandu jqis il-ħidma addizzjonali meħtieġa u l-urġenza u l-kumplessità tal-kwistjoni.

Jekk ir-risposta ħa tkun ippreparata minn dipartiment li ma jkunx id-dipartiment li jkun irċieva l-korrispondenza inizzjali, il-persuna li tkun għamlet l-inkjesta għandha tkun mgħarrfa dwar l-isem u l-indirizz ta' l-uffiċċju tal-persuna lil min intbagħtet l-ittra.

Dawn ir-regoli ma japplikawx għal korrispondenza li b'mod raġonevoli tista' titqies bħala mhux xierqa, per eżempju minħabba li hija ripetittiva, abbużiva u/jew bla sens. F'dan il-każ il-Kummissjoni tirriserva d-dritt li ma tkomplix tikkorrispondi.

Komunikazzjoni bit-telefon

Meta jwieġeb it-telefon, il-persunal għandu jidentifika lilu nnifsu u d-dipartiment tiegħu. Huwa għandu jirritorna t-telefonati kemm jista' jkun fil-pront.

Il-persunal li jwieġeb għal inkjesti għandu jagħti informazzjoni dwar suġġetti li huma r-responsabbiltà diretta tiegħu. Fejn l-inkjesta tkun dwar suġġett li mhux ir-responsabbiltà diretta tiegħu, huwa għandu jindika lil min ċempel il-persuna xierqa li tista' twieġeb għall-inkjesta. Jekk ikun hemm bżonn, huwa għandu jgħaddi t-telefonati lis-superjur tiegħu jew jikkonsulta miegħu jew magħha qabel jagħti xi informazzjoni.

Meta l-inkjesti jkunu dwar suġġetti li għalihom il-persunal huwa direttament responsabbli, huwa għandu jistabbilixxi l-identità ta' min ikun ċempel u għandu, qabel ma jgħaddi din l-informazzjoni, jara jekk l-informazzjoni miltuba tqegħditx għad-dispożizzjoni tal-pubbliku. Jekk l-informazzjoni tkun għadha ma tqegħditx għad-dispożizzjoni tal-pubbliku, il-membru tal-persunal għandu jqis illi mhux fl-interess tal-Komunità li din l-informazzjoni tkun żvelata. F'dan il-każ, il-membru tal-persunal għandu jispjega, jew għandha tispjega, għaliex ma jistgħux jiżvelaw din l-informazzjoni. F'każijiet xierqa huwa għandu jirreferi għall-obbligu li juża diskrezzjoni kif stabbilit fl-Artikolu 17 tar-Regolamenti dwar il-Persunal.

Jekk ikun xieraq, l-persunal għandu jitlob konferma bil-miktub ta' l-inkjesta magħmula minn fuq it-telefon.

Posta elettronika

Il-persunal għandu jwieġeb għal messaġġi mibgħuta permezz tal-posta elettronika fil-pront u għandu jimxi skond il-linji ta' gwida deskritti fis-sezzjoni dwar il-komunikazzjoni bit-telefon.

Madankollu, meta l-messaġġ mibgħut permezz tal-posta elettronika huwa, min-natura tiegħu, ekwivalenti għal ittra, dan il-messaġġ għandu jkun itrattat skond il-linji ta' gwida deskritti fil-każ ta' korrispondenza normali u għandu jkun suġġett għall-istess termini perentorji.

Talbiet mill-mezzi ta' komunikazzjoni

Is-Servizz ta' l-Istampa u tal-Komunikazzjoni huwa responsabbli mill-kuntatti mal-mezzi ta' komunikazzjoni. Madankollu, meta t-talbiet għal informazzjoni mill-mezzi ta' komunikazzjoni jkunu dwar suġġetti tekniċi li jaqgħu taħt ir-responsabbiltajiet speċifiċi ttiegħu, il-persunal jista' jwieġeb għal dawn it-talbiet.

5. PROTEZZJONI TA' DATA PERSONALI U INFORMAZZJONI KONFIDENZALI

Il-Kummissjoni u l-persunal tagħha għandhom jirrispettaw, b'mod partikolari:

— ir-regoli dwar il-protezzjoni tal-privatezza personali u ta' data personali,

— l-obbligi stabbiliti fl-Artikolu 287 tat-Trattat li jistabbilixxi l-Komunità Ewropea u b'mod partikolari dawk l-obbligi dwar is-segretezza professjonali,

— ir-regoli dwar segretezza f'investigazzjonijiet kriminali,

— il-konfidenzalità ta' kwistjonijiet li jaqgħu taħt il-kompetenza tad-diversi kumitati u organi msemmija fl-Artikolu 9 ta' u fl-Annessi II u III tar-Regolamenti dwar il-Persunal.

6. ILMENTI

Il-Kummissjoni Ewropea

Jistgħu jsiru lmenti dwar il-possibiltà li l-prinċipji stabbiliti f'dan il-Kodiċi ma kienux rispettati. Dawn l-ilmenti jistgħu isiru direttament lis-Segretarjat Ġenerali ( 2 ) tal-Kummissjoni Ewropea. Is-Segretarjat Ġenerali għandu jibgħat l-ilment lid-dipartiment rilevanti.

Id-Direttur Ġenerali jew il-kap tad-Dipartiment għandu jwieġeb għall-ilment bil-miktub fi żmien xahrejn. Min ikun għamel l-ilment għandu xahar sabiex jibgħat applikazzjoni lis-Segretarju Ġenerali tal-Kummissjoni Ewropea li fiha jitlob illi r-riżultat ta' l-ilment ikun eżaminat mill-ġdid. Is-Segretarju Ġenerali għandu jwieġeb għal din it-talba fi żmien xahar.

L-Ombudsman Ewropew

Ilmenti jistgħu jsiru wkoll lill-Ombudsman Ewropew skond l-Artikolu 195 tat-Trattat li jistabbilixxi l-Komunità Ewropea u skond l-Istatut ta' l-Ombudsman Ewropew.

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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 establish a comprehensive 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, hereafter referred to as ‘EU classified information’.

(2) In order to safeguard the effectiveness of the security system thus established, the Commission will make EU classified information available only to those outside bodies which offer guarantees that they have taken all measures necessary to apply rules strictly equivalent to these provisions.

(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 ( 3 ), to Council Regulation (EC) No 1588/90 of 11 June 1990 on the transmission of data subject to statistical confidentiality to the Statistical Office of the European Communities ( 4 ) 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 March 2001 adopting the Council's security regulations ( 5 ) with a view to ensuring a smooth functioning of the decision-making process of the Union.

(5) The Commission underlines the importance of associating, where appropriate, 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 Parliament, Council and Commission documents ( 6 ).

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(8) These provisions are without prejudice to Article 286 of the Treaty and to Regulation (EC) 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data.

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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 Commission, as well as within all Commission premises, including its Representations and Offices in the Union and its Delegations in third countries and by contractors external to the Commission.

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Meta kuntratt jew ftehim ta' għotja bejn il-Kummissjoni u kuntrattur estern jew benefiċjarju jinvolvi l-ipproċessar ta' informazzjoni kklassifikata ta' l-UE fil-bini tal-kuntrattur jew tal-benefiċjarju, il-miżuri xierqa li għandhom jittieħdu mill-imsemmi kuntrattur estern jew benefiċjarju biex jassigura li r-regoli li hemm referenza għalihom fl-Artikolu 1 huma rrispettati, meta tiġi użata informazzjoni kklassifikata ta' l-UE, għandhom ikunu parti integrali mill-kuntratt jew ftehim ta' għotja.

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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 classified 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 activities,

(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,

(c) external contractors and seconded personnel, handling EU classified information.

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 with the 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 with Part II of the 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 with activities of the European Union;

(b) Commission Decision C (99) 423 of 25 February 1999 relating to the procedures 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 ‘ ►C1 RESTREINT UE ◄ ’ by default, unless its author decides to give it another classification 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 classification and thus be treated as EU classified information of the equivalent level, unless the author agrees to declassification or downgrading of the information.









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 SECURITY 4.1. 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 MALICIOUS WILFUL DAMAGE 10. RELEASE OF CLASSIFIED INFORMATION TO THIRD STATES OR INTERNATIONAL ORGANISATIONS PART II: THE ORGANISATION OF SECURITY IN THE COMMISSION 11. 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 DIRECTORATE ◄ 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 MANAGEMENT 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. Entry and exit controls 18.3.4. Guard patrols 18.3.5. Security containers and strong rooms 18.3.6. Locks 18.3.7. Control of keys and combinations 18.3.8. Intrusion detection devices 18.3.9. Approved equipment 18.3.10. Physical protection of copying and telefax machines 18.4. Protection against overlooking and eavesdropping 18.4.1. Overlooking 18.4.2. Eavesdropping 18.4.3. Introduction of electronic and recording equipment 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 ►C1 TRES SECRET UE/EU TOP SECRET ◄ information 19.3. Specific rules on access to ►C1 SECRET UE ◄ and ►C1 CONFIDENTIEL UE ◄ information 19.4. Specific rules on access to ►C1 RESTREINT UE ◄ information 19.5. Transfers 19.6. Special instructions 20. SECURITY CLEARANCE PROCEDURE FOR COMMISSION OFFICIALS 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. Transmission within a building or group of buildings 21.3.3. Transmission within a country 21.3.4. Transmission from one State to another 21.3.5. Transmission of ►C1 RESTREINT UE ◄ documents 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 documents 22. EUCI REGISTRIES, MUSTERS, CHECKS, ARCHIVE STORAGE AND DESTRUCTION OF EUCI 22.1. Local EUCI Registries 22.2. The ►C1 TRES SECRET UE/EU TOP SECRET ◄ Registry 22.2.1. General 22.2.2. The Central ►C1 TRES SECRET UE/EU TOP SECRET ◄ Registry 22.2.3. ►C1 TRES SECRET UE/EU TOP SECRET ◄ sub-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. The ► Commission Security Directorate ◄ 23.2.2. Meeting Security Officer (MSO) 23.3 Security measures 23.3.1. Security areas 23.3.2. Passes 23.3.3. Control of photographic and audio equipment 23.3.4. Checking of briefcases, portable computers and packages 23.3.5. Technical security 23.3.6. Delegations' documents 23.3.7. Safe custody of documents 23.3.8. Inspection of offices 23.3.9. Disposal of EU classified 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. Threats to, and vulnerabilities of systems 25.1.3. Main purpose of security measures 25.1.4. System-specific security requirement statement (SSRS) 25.1.5. Security modes of operation 25.2. Definitions 25.3. Security responsibilities 25.3.1. General 25.3.2. The Security accreditation authority (SAA) 25.3.3. The INFOSEC Authority (IA) 25.3.4. The Technical Systems Owner (TSO) 25.3.5. The Information Owner (IO) 25.3.6. Users 25.3.7. INFOSEC training 25.4. Non technical security measures 25.4.1. Personnel security 25.4.2. Physical security 25.4.3. Control of access to a system 25.5. Technical security measures 25.5.1. Security of information 25.5.2. Control and accountability of information 25.5.3. Handling and control of removable computer storage media 25.5.4. Declassification and destruction of computer storage media 25.5.5. Communications security 25.5.6. Installation and radiation security 25.6. Security during handling 25.6.1. Security operating procedures (SecOPs) 25.6.2. Software protection/configuration management 25.6.3. Checking for the presence of malicious software/computer viruses 25.6.4. Maintenance 25.7. Procurement 25.7.1. General 25.7.2. Accreditation 25.7.3. Evaluation and certification 25.7.4. Routine checking of security features for continued accreditation 25.8. Temporary or occasional use 25.8.1. Security of microcomputers/personal computers 25.8.2. Use of privately-owned IT equipment for official Commission work 25.8.3. Use of contractor-owned or nationally-supplied IT equipment for official Commission work 26. RELEASE OF EU CLASSIFIED INFORMATION TO THIRD STATES OR INTERNATIONAL ORGANISATIONS 26.1.1. Principles regulating the release of EU classified information 26.1.2. Levels 26.1.3. Security agreements 27. STANDARDS MINIMI KOMUNI DWAR IS-SIGURTÀ INDUSTRIJALI APPENDIĊI 1: Paragun tal-klasssifikazzjoni tas-sigurtà nazzjonali 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 abbreviations

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 each may be assured that 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 disciplinary actions and with its policy on cooperation with Member States in the 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 consistent 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 Directorate ◄ and the security services of the other European institutions and with the NATO Office of Security (NOS).

4. PRINCIPLES OF INFORMATION SECURITY

4.1. Objectives

Information security has the following principal objectives:

(a) To safeguard EU classified information (EUCI) from espionage, compromise 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 ► Director of the Commission Security Directorate ◄ 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 classification.

(i) The term ‘originator’ means the duly authorised author of a classified document. 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 Research Centre, Representations and Offices in the 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 smooth flow of information, steps shall be taken to avoid both overclassification and underclassification.

(b) The classification system is the instrument for giving effect to these principles; 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 with the originator of that information.

(d) The level of classification may solely be based on the content of that information.

(e) Where a number of items of information is grouped together, the classification 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 such information and important installations.

(b) Be designed to detect persons whose position might endanger the security of classified information and important installations housing classified information and provide for their exclusion or removal.

(c) Prevent any unauthorised person from having access to classified information 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 classified or not classified, and especially of such information 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 competence, 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.

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Standards minimi bħal dawn għandhom jiġu wkoll applikati meta l-Kummissjoni tagħti kuntratt jew ftehim ta' għotja, xogħol li jinvolvi, jinkludi u/jew fih informazzjoni kklassifikata ta' l-UE dwar entitajiet industrijali jew oħrajn: dawn l-istandards minimi komuni jinsabu fit-Taqsima 27 tal-Parti II.

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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 Directorate ◄ with a Security Accreditation Authority (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 Informatics Security Officers (CISO), Local Informatics Security Officers (LISO) and Local EU Classified Information Registries with one 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 ►C1 CONFIDENTIEL UE ◄ 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 technical 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;

(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 ►C1 TRES SECRET UE/EU TOP SECRET ◄ information;

(e) Occupying positions involving regular access to a considerable volume of ►C1 SECRET UE ◄ information;

(f) Whose duties give them special access to secure communication or information 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 practicable 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 individual is employed on classified work or has access to secure communication or information systems, and the ► Commission Security Directorate ◄ 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 information 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.

7.3. Security of buildings

Buildings housing EU classified information or secure communication and information 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 information 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 and of 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 location of the system within the building.

7.4. Contingency plans

Detailed plans shall be prepared in advance for the protection of classified information 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 classified 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 MALICIOUS WILFUL DAMAGE

Physical precautions for the protection of important installations housing classified 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 international organisations or from other third parties, that information shall be given protection appropriate to its classification and equivalent to the standards established 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.

PART II: THE ORGANISATION OF SECURITY IN THE 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;

(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 with Section 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 with all security authorities 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 Directorate ◄ .

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.

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13. THE COMMISSION SECURITY BOARD

A Commission Security Board shall be set up. It shall consist of the Director-General for Administration and Personnel, who shall have the chair, a Member of the Cabinet of the Commissioner responsible for security matters, a Member of the Cabinet of the President, the Deputy Secretary-General who chairs the Commission crisis management group, the Directors-General of the Legal Service, External Relations, Justice, Freedom and Security, the Joint Research Centre, Informatics and the Internal Audit Service and the Director of the Commission Security Directorate, or their representatives. 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.

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14. THE ► COMMISSION SECURITY DIRECTORATE ◄

In order to fulfil the responsibilities mentioned in Section 11 the Member of the Commission responsible for security matters shall have the ► Commission Security Directorate ◄ at his or her disposal for co-ordinating, supervising and implementing security measures.

The ► Director of the Commission Security Directorate ◄ 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, with international organisations linked to the Commission by security agreements. To that effect, he/she shall act as a liaison officer.

The ► Director of the Commission Security Directorate ◄ shall be responsible for the accreditation of IT systems and networks within the Commission. The ► Director of the Commission Security Directorate ◄ shall decide, in agreement with the relevant NSA, on the accreditation of IT systems and networks involving the Commission on the one hand, and on the other hand any other recipient of EU classified information.

15. SECURITY INSPECTIONS

Periodic inspections of the security arrangements for the protection of EU classified information shall be carried out by the ► Commission Security Directorate ◄ .

The ► Commission Security Directorate ◄ may be assisted in this task by the security services of other EU institutions holding EUCI or by Member State National Security Authorities ( 7 ).

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 Directorate ◄ and in mutual agreement.

16. CLASSIFICATIONS, SECURITY DESIGNATORS AND MARKINGS

16.1. Levels of classification ( 8 )

Information is classified at the following levels (see also, Appendix 2):

►C1 TRES SECRET UE/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.

►C1 SECRET UE ◄ : This classification shall be applied only to information and material the unauthorised disclosure of which could seriously harm the essential interests of the European Union or of one or more of its Member States.

►C1 CONFIDENTIEL UE ◄ : 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.

►C1 RESTREINT UE ◄ : This classification shall be applied to information and material 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 designator may be used. This designator shall either be ‘UNTIL …(time/date)’ or ‘UNTIL …(event)’.

Additional security designators such as CRYPTO or any other 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 information) 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 ►C1 RESTREINT UE ◄ documents, by mechanical or electronic means;

(b) On ►C1 CONFIDENTIEL UE ◄ documents, by mechanical means or by hand or by printing on pre-stamped, registered paper;

(c) On ►C1 SECRET UE ◄ and ►C1 TRES SECRET UE/EU TOP SECRET ◄ documents, by mechanical means or by hand.

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 downgrading or declassification rests solely with the 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 information they contain.

The number of persons authorised to originate ►C1 TRES SECRET UE/EU TOP SECRET ◄ documents shall be kept to a minimum, and their names kept on a list drawn up by the ► Commission Security Directorate ◄ .

17.2. Application of classifications

The classification of a document shall be determined by the level of sensitivity of its contents in accordance with the definition at Section 16. It is important that classification is correctly and sparingly used. This applies especially to ►C1 TRES SECRET UE/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 with the permission of the originator, and, if necessary, after discussion with other interested 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.

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 information 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 subversive 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 ►C1 CONFIDENTIEL UE ◄ 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 ►C1 CONFIDENTIEL UE ◄ or above is handled and stored in such a way that entry into the area constitutes, for all practical purposes, access to classified information. Such an 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 ►C1 CONFIDENTIEL UE ◄ 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 ►C1 CONFIDENTIEL UE ◄ 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, provision 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 classified 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 ►C1 RESTREINT UE ◄ and non-classified information shall be handled and stored in such areas.

18.3.3. Entry and exit 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 deny unauthorised 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.

18.3.4. Guard patrols

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 containers and strong rooms

Three classes of containers shall be used for the storage of EU classified information:

— Class A: containers nationally approved for storage of ►C1 TRES SECRET UE/EU TOP SECRET ◄ information within a Class I or a Class II security area;

— Class B: containers nationally approved for storage of ►C1 SECRET UE ◄ and ►C1 CONFIDENTIEL UE ◄ information within a Class I or a Class II security area;

— Class C: Service furniture suitable for storage of ►C1 RESTREINT UE ◄ information 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 ►C1 CONFIDENTIEL UE ◄ and higher is stored on open shelves or displayed on charts, maps, etc., the walls, floors and ceilings, door(s) with lock(s) need to be certified by the 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 with security containers and strong rooms in which EU 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. Control of keys and combinations

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. Intrusion detection 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. Approved equipment

The ► Commission Security Directorate ◄ 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 Directorate ◄ shall base these lists, inter alia, on information from NSAs.

18.3.10. Physical protection of copying and telefax machines

Copying and telefax machines shall be physically protected to the extent necessary to ensure that only authorised persons can use them for processing 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 ►C1 SECRET UE ◄ 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 Directorate ◄ after consultation, as necessary, with NSAs.

18.4.3. Introduction of electronic and recording equipment

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 ► Director of the Commission Security Directorate ◄ .

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 Directorate ◄ may request assistance 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 ►C1 SECRET UE ◄ level and above may be checked by technical security specialists of NSAs at the request of the ► Director of the Commission Security Directorate ◄ .

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 such an area until it has 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 ►C1 TRES SECRET UE/EU TOP SECRET ◄ , ►C1 SECRET UE ◄ and ►C1 CONFIDENTIEL UE ◄ 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 department.

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 EU 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 ►C1 TRES SECRET UE/EU TOP SECRET ◄ information

All persons who are to have access to ►C1 TRES SECRET UE/EU TOP SECRET ◄ information shall first be screened for access to such information.

All persons who are required to have access to ►C1 TRES SECRET UE/EU TOP SECRET ◄ information shall be designated by the Member of the Commission responsible for security matters and their names kept in the appropriate ►C1 TRES SECRET UE/EU TOP SECRET ◄ registry. The ► Commission Security Directorate ◄ will create and maintain this registry.

Before having access to ►C1 TRES SECRET UE/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 safeguarding ►C1 TRES SECRET UE/EU TOP SECRET ◄ information, and the consequences which the EU rules and national law or administrative rules provide when classified information passes into unauthorised hands, either by intent or through negligence.

In the case of persons having access to ►C1 TRES SECRET UE/EU TOP SECRET ◄ information at meetings, 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 ►C1 TRES SECRET UE/EU TOP SECRET ◄ information shall be removed from the ►C1 TRES SECRET UE/EU TOP SECRET ◄ list. In addition, the attention of all such persons shall be drawn again to their special responsibility for the safeguarding of ►C1 TRES SECRET UE/EU TOP SECRET ◄ information. They shall also sign a declaration stating that they will neither use nor pass on ►C1 TRES SECRET UE/EU TOP SECRET ◄ information in their possession.

19.3. Specific rules on access to ►C1 SECRET UE ◄ and ►C1 CONFIDENTIEL UE ◄ information

All persons who are to have access to ►C1 SECRET UE ◄ or ►C1 CONFIDENTIEL UE ◄ information shall first be screened to the appropriate grading.

All persons who are to have access to ►C1 SECRET UE ◄ or ►C1 CONFIDENTIEL UE ◄ 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 ►C1 SECRET UE ◄ or ►C1 CONFIDENTIEL UE ◄ 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 ►C1 RESTREINT UE ◄ information

Persons with access to ►C1 RESTREINT UE ◄ 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 approach or manoeuvre giving rise to suspicions of espionage activity or any unusual circumstances relating to security.

All persons normally exposed to frequent contact with representatives of countries whose intelligence services target the EU and Member States as regards EU classified information and activities shall be given a briefing on the techniques 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 Directorate ◄ 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 OFFICIALS 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 requirements 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 ‘ ►C1 TRES SECRET UE/EU TOP SECRET ◄ ’, ‘ ►C1 SECRET UE ◄ ’ and ‘ ►C1 CONFIDENTIEL UE ◄ ’, the persons referred to in paragraph (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 ► Director of the Commission Security Directorate ◄ 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 competent national authorities of the Member States on the basis of security screening carried out in accordance with paragraphs (i) to (n).

(f) The ► Commission Security Directorate ◄ 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 with the procedure referred to in paragraph (e).

(h) Authorisation shall be withdrawn by the ► Director of the Commission Security Directorate ◄ 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 ► Director of the Commission Security Directorate ◄ , 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 ► Director of the Commission Security Directorate ◄ . 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 ► Director of the Commission Security Directorate ◄ 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 ► Director of the Commission Security Directorate ◄ 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 positive opinion, the ► Director of the Commission Security Directorate ◄ 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 ► Director of the Commission Security Directorate ◄ . Should he consider it necessary, the ► Director of the Commission Security Directorate ◄ 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. Such persons shall sign a declaration acknowledging receipt of the instructions and give an undertaking to obey them.

(p) The ► Director of the Commission Security Directorate ◄ shall take any measure necessary 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 ► Director of the Commission Security Directorate ◄ may, after giving the national competent authorities notification 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 ►C1 TRES SECRET UE/EU TOP SECRET ◄ information; such access shall 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 ►C1 TRES SECRET UE/EU TOP SECRET ◄ level may be authorised, temporarily and provisionally, to access information classified up to, and including, ►C1 SECRET UE ◄ .

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 ►C1 CONFIDENTIEL UE ◄ 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 ►C1 TRES SECRET UE/EU TOP SECRET ◄ and ►C1 SECRET UE ◄ 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 ►C1 CONFIDENTIEL UE ◄ and above.

2. Documents classified ►C1 CONFIDENTIEL UE ◄ and above shall be typed, translated, 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 documents 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. ►C1 TRES SECRET UE/EU TOP SECRET ◄ documents shall be circulated through ►C1 TRES SECRET UE/EU TOP SECRET ◄ registries (see Section 22.2). In the case of ►C1 TRES SECRET UE/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 ►C1 SECRET UE ◄ and below may be redistributed by the original addressee to other addressees based on a need to know. The originating 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 ►C1 CONFIDENTIEL UE ◄ 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 ►C1 CONFIDENTIEL UE ◄ and above shall be transmitted in heavy duty, opaque double envelopes. The inner envelope shall be marked with the 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 appropriate 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 ►C1 CONFIDENTIEL UE ◄ and above, couriers and messengers shall obtain receipts against the pac