Proposal for a COUNCIL REGULATION amending Regulation (EEC/Euratom) No 354/83, as regards the deposit of the historical archives of the institutions at the European University Institute in Florence
Date: 2012-08-16
Institutions: European Commission
Subjects: EU institution, European University Institute, archives, dissemination of information

EUROPEAN COMMISSION 

Brussels, 16.8.2012  
COM(2012) 456 final 

2012/0221 (APP) 

Proposal for a 

COUNCIL REGULATION 

amending Regulation (EEC/Euratom) No 354/83, as regards the deposit of the historical 
archives of the institutions at the European University Institute in Florence  

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EXPLANATORY MEMORANDUM 

1. 

CONTEXT OF THE PROPOSAL 

1.1. 

General context 

A Council Regulation1 adopted in February 1983 requires the institutions, as defined in article 
1 of that Regulation, to establish historical archives and to open them to the public once they 
are 30 years old. It enables each institution to hold its historical archives in whatever place it 
considers most appropriate. 

In  1984,  the  European  Parliament,  the  Council  and  the  Commission  agreed  to  deposit  their 
historical archives at the European University Institute in Florence (EUI) where they are made 
available to the public. Since then, the European Court of Auditors, the European Economic 
and Social Committee and the European Investment Bank have also decided to deposit their 
archives at the EUI. The terms of the deposit are covered by a contract dated 17 December 
1984 between the European Communities, represented by the Commission, and the EUI. 

The Italian government makes available to the EUI, permanently and free of charge, suitable 
premises  to  house  the  archives.  This  ensures  that  the  archives  deposited  are  preserved  and 
protected in accordance with recognised international standards. 

The purpose of depositing the historical archives of the institutions at the EUI is to provide 
access  to  the  archives  from  a  single  location,  to  promote  their  consultation  and  to  stimulate 
research into the history of European integration and the European institutions. 

1.2 

Objective of the proposal 

The proposal aims to confirm the role of the EUI in managing the historical archives of the 
institutions. It will create a sound legal and financial basis for the partnership between the EU 
and the EUI. 

1.3 

Main elements of the proposal 

The proposal provides for the deposit of the historical archives of the institutions at the EUI. 
All  the  institutions  with  the  exception  of  the  European  Court  of  Justice  and  the  European 
Central  Bank  will  in  future  deposit  their  historical  archives  at  the  EUI  once  these  archives 
have been opened to the public under the existing Regulation. 

The proposal will not affect the ownership of the historical archives, which will remain with 
the  depositing  institutions,  nor  will  it  affect  the  existing  rules  under  which  the  institutions 
decide which documents to open to the public after 30 years. 

The operational and staff costs incurred by the EUI to manage the historical archives will be 
funded from  the general budget  of  the EU,  excluding any costs related to the provision and 
equipping of the building(s) and repositories to house the archives and its staff. The EUI will 

1 

Council  Regulation  (EEC,  Euratom)  No 354/83  as  amended  by  Council  Regulation  (EC,  Euratom) 
No 1700/2003 of 22 September 2003. See: OJ L 43, 15.2.1983, p. 1; OJ L 243, 27.9.2003, p. 1. 

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provide  public  access  to  the  EU  historical  archives.  This  will,  however,  not  exclude  the 
institutions also giving public access to their own historical archives. 

The proposal distinguishes between the deposit of paper and digital archives. Paper archives 
will continue to be physically deposited at, and preserved by, the EUI. However, the EUI will 
not need to preserve the digital archives for the purpose of providing access to these archives. 
The long-term preservation of digital archives will remain the responsibility of the originating 
institutions. 

The  proposal  clarifies  the  responsibilities  of  the  EUI  for  the  protection  of  personal  data 
contained  in  the  historical  archives  of  the  institutions.  It  also  provides  that  each  institution 
shall adopt implementing rules for the application of Regulation 354/83 that include rules for 
the  preservation,  opening  to  the  public  and  protection  of  personal  data  in  the  historical 
archives.  

2. 

RESULTS OF CONSULTATIONS WITH THE INTERESTED PARTIES 

This proposal does not require an impact assessment. 

The  interested  parties  have  been  consulted.  The  EUI  and  Italy,  as  host  institution  and  host 
government, have both given their support for the proposal. The administrative services of the 
EU institutions and the EU Agencies Network also support the aim of the proposal. 

The  European  Court  of  Justice  and  the  European  Central  Bank  have  asked  to  be  excluded 
from the obligation to deposit their historical archives at the EUI. However, they do not rule 
out  doing  so  in  future  on  a  voluntary  basis.  This  is  due  to  the  nature  of  their  activities  and 
reflects current practice in many Member States for the historical archives of similar bodies. 

3. 

LEGAL ELEMENTS OF THE PROPOSAL 

3.1 Main provision of the proposal 

The  proposal  provides  for  the  deposit  of  the  historical  archives  by  the  institutions  at  the 
European  University  Institute  in  Florence,  Italy,  where  they  will  be  made  available  to  the 
public by the EUI. 

3.2 Legal Basis 

The legal basis of the proposal is article 352 of the Treaty on the functioning of the European 
Union. 

Council Regulation 354/83 and its amendment in 2003 were adopted under article 308 TEC, 
the  predecessor  to  article  352  TFEU.  The  current  proposal  will  not  affect  the  purpose  of 
Regulation 354/83, i.e. the opening of the archives of the institutions after 30 years. It simply 
determines that they will be deposited at the EUI once the institutions concerned have opened 
them to the public in  accordance with the existing Regulation. This formally recognises  the 
existing situation, as most institutions that have opened their archives already deposit these at 
the EUI. 

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Article 3(3) TUE provides that the EU shall respect, inter alia, its rich cultural diversity and 
that it shall ensure that Europe's cultural heritage is safeguarded and enhanced. The Historical 
Archives of the institutions form part of the Europe's cultural heritage and their opening to the 
public  thus  serves  primarily  academic,  educational  and  cultural  objectives.  The  Union  has 
been  granted  powers  to  adopt  measures  to  support,  coordinate  or  supplement  the  actions  of 
Member States in these areas, but the Treaties do not provide for the necessary powers with 
regard to the historical archives of the institutions.  

The  use  of  another  legal  basis  would  lead  to  a  proposal  for  a  new  Regulation  and  as  a 
consequence  all  the  provisions  of  Council  Regulation  354/83,  including  its  fundamental 
principles, would be open to debate. This would go far beyond the objective of the proposal as 
described above. 

The possibility of basing the proposal on article 15(3) TFEU was examined, but rejected for 
the following reasons: 

The  primary  objective  of  establishing  the  historical  archives  is  to  select  documents  on  the 
basis of their enduring administrative, historical or evidentiary value to preserve and share the 
historical legacy of the institutions. Each institution pro-actively opens its historical archives 
to the public after 30 years and provides supplementary information that helps to place these 
archives in their organisational and functional context. That goes well beyond the public right 
of  access  to  documents  under  article  15(3)  TFEU,  whose  purpose  is  primarily  to  promote 
good  governance  and  ensure  the  participation  of  members  of  the  public  in  the  decision-
making process of the institutions. 

The use of article 15(3) TFEU would reduce the scope of application of the rules governing 
the opening of historical archives since the European Central Bank, the European Investment 
Bank  and  the  European  Court  of  Justice,  which  are  today  governed  by  Regulation  354/83, 
would  only  be  subject  to  a  Regulation  adopted  on  this  basis  when  exercising  their 
administrative tasks.  

3.3 Proportionality principle 

The proposal is limited to the deposit of the historical archives at the EUI by the institutions 
and the conditions under which the deposit will take place. 

3.4 Choice of instruments 

A Regulation is the only appropriate instrument for creating a sound legal and financial basis 
for the partnership between the EU and the EUI. The proposal concerns a limited amendment 
to an existing Regulation. 

4. 

BUDGETARY IMPLICATION 

The proposal to make the deposit of the historical archives at the EUI obligatory will have no 
new  budgetary  implications  in  the  short  and  medium  term.  The  long-term  budgetary 
implications are not expected to be significant. 

The three largest institutions, the European Parliament, the Council and the Commission, as 
well as the European Economic and Social Committee, the European Court of Auditors and 
the  European  Investment  Bank,  already  deposit  their  historical  archives  at  the  EUI.  The 

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management  of  these  archives  in  Florence  has  been  funded  from  the  EU  budget  since  the 
archives were first deposited at the EUI more than a quarter of a century ago. The Legislative 
Financial Statement provides for continuation of this funding. The costs shall be shared by the 
depositing institutions in relation to the work done by the EUI for their respective archives. 

The housing for the archives and the offices of the staff managing the archives at the EUI are 
provided by the Italian government.  

As  a  consequence  of  this  amendment,  the  number  of  depositing  institutions  will  increase. 
However, because the deposit concerns historical archives that have been opened to the public 
once they are 30 years old, it will be a considerable time before institutions other than those 
that already deposit their archives at the EUI will be affected by this proposal. Furthermore, 
the  archives  will  increasingly  become  digital,  which  will  provide  opportunities  to  realise 
economies of scale in their processing and dissemination by the EUI. 

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2012/0221 (APP) 

Proposal for a 

COUNCIL REGULATION 

amending Regulation (EEC/Euratom) No 354/83, as regards the deposit of the historical 
archives of the institutions at the European University Institute in Florence  

THE COUNCIL OF THE EUROPEAN UNION, 

Having  regard  to  the  Treaty  on  the  Functioning  of  the  European  Union,  and  in  particular 
Article 352 thereof, 

Having regard to the proposal from the European Commission, 

After transmission of the draft legislative act to the national Parliaments, 

Having regard to the consent of the European Parliament, 

After consulting the European Data Protection Supervisor, 

Acting in accordance with a special legislative procedure, 

Whereas: 

(1) 

In  accordance  with  Council  Regulation  (EEC,  Euratom)  No  354/83  of  1 
February 1983 concerning the opening to the public of the historical archives 
of  the  European  Economic  Community  and  the  European  Atomic  Energy 
Community,2 the historical archives of the institutions and bodies are preserved 
and made available to the public wherever possible after the expiry of a period 
of 30 years. 

(2)  The  obligation  to  establish  its  historical  archives  and  make  them  available  to 
the  public  wherever  possible  is  applicable  to  each  institution  referred  to  in 
article 1 of Regulation 354/83. 

(3)  Regulation  No  354/83  determines  that  each  institution  may  hold  its  historical 

archives in whatever place it considers most appropriate. 

(4) 

In 1984 the European Parliament, the Council and the Commission decided to 
deposit  their  historical  archives  at  the  European  University  Institute  (EUI)  in 
Florence where they are made available to the public. A contract between the 
European  Communities,  represented  by  the  Commission,  and  the  European 
University  Institute  in  Florence  was  signed  for  this  purpose  on  17  December 
1984. 

2 

OJ L 43, 15.2.1983, p. 1. 

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(5)  The Economic and Social Committee and the European Court of Auditors have 
since  agreed  to  adhere  to  the  terms  of  the  deposit  contract  of  17  December 
1984. The European Investment Bank deposits its historical archives at the EUI 
under a separate Convention with the EUI signed on 1 July 2005 and the ‘Rules 
on  historical  archives’  adopted  by  the  Bank’s  management  committee  on  7 
October 20053. 

(6)  The  Italian  government  has  made  suitable  premises  permanently  and  freely 
available  to  the  EUI  to  ensure  that  the  deposited  archives  are  preserved  and 
protected in accordance with recognised international standards and to provide 
the possibility for onsite consultation. 

(7)  The  purpose  of  the  deposit  of  the  historical  archives  of  the  institutions  at  the 
EUI  is  to  provide  access  to  these  archives  from  a  single  location,  to  promote 
their  consultation  and  to  stimulate  research  into  the  history  of  European 
integration  and  the  European  institutions.  The  EUI  is  a  renowned  centre  of 
academic  research  and  learning  with  a  focus  on  Europe  and  European 
integration.  It  has  almost  30  years  of  experience  in  managing  the  historical 
archives  of  the  institutions,  provides  state  of  the  art  repository  and  research 
facilities  built  expressly  for  their  preservation  and  consultation,  and  has  an 
international reputation as the centre for these archives.  

(8)  The  continued  deposit  of  the  historical  archives  of  the  institutions  at  the  EUI 
requires a solid legal basis that reflects the role of the EUI as a partner of the 
institutions in the management of their historical archives. 

(9)  The  specific  nature  of  the  activities  of  the  European  Court  of  Justice  and  the 
European Central Bank justifies their exclusion from the obligation to deposit 
their  historical  archives  at  the  EUI  in  accordance  with  this  Regulation.  The 
European  Court  of  Justice  and  the  European  Central  Bank  may  deposit  their 
historical archives at the EUI on a voluntary basis. 

(10)  This  Regulation  should  apply  to  all  other  institutions.  It  alters  neither  the 
responsibility  of  each  institution  to  open  its  historical  archives  to  the  public, 
nor the ownership by each institution of its historical archives. 

(11)  Personal data contained in the historical archives deposited at the EUI should 

be processed in accordance with Regulation No 45/2001.4 

(12)  Grants  may  be  awarded  to  support  the  management  of  the  archives  of  the 

institutions by the EUI.  

(13)  Regulation  No  354/83 

should 

therefore  be  amended  accordingly.

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OJ C289, 22.11.2005, pp. 12-13. 
OJ L 8, 12.1.2001, p. 1. 

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HAS ADOPTED THIS REGULATION: 

Article 1 

Regulation (EEC, Euratom) No 354/83 is amended as follows: 

1. Article 8 paragraph 1 is replaced by the following: 

"1. Each institution, other than the European Court of Justice and the European Central Bank, 
shall deposit at the European University Institute (EUI) in Florence the documents which are 
a part of its historical archives and which they have opened to the public in accordance with 
this Regulation. The deposit shall take place in accordance with the annex." 

2. In Article 8 the following paragraphs are added: 

"3. The European Court of Justice and the European Central Bank may deposit their historical 
archives at the EUI on a voluntary basis. 

4.  The  deposit  of  the  historical  archives  of  the  institutions  at  the  EUI  does  not  affect  the 
ownership  or  protection  of  the  archives  as  provided  for  in  Article  2  of  the  Protocol  on  the 
Privileges and Immunities of the European Union annexed to the treaty. 

5.  The  EUI  shall  ensure  the  preservation  and  protection  of  deposited  archives.  This 
preservation  and  protection  must  comply  with  recognised  international  standards  for  the 
physical protection of archives and must at least respect the technical and security rules that 
correspond with those used for the preservation and management of public archives in Italy. 
To this end the deposited documents shall be preserved in a purpose-built repository. 

6.  Each  depositing  institution  has  the  right  to  request  information  with  respect  to  the 
management of its archives by the EUI and to carry out an inspection of the archives that it 
has deposited there. 

7.  The  EUI  shall  make  available  to  the  public  the  historical  archives  that  it  receives  in 
accordance  with  paragraphs  1  and  3.  The  institutions  may  make  available  to  the  public  a 
version of the same historical archives. 

8. Grants may be awarded to the EUI to support the management of the historical archives in 
accordance with this Regulation, in compliance with Council Regulation No 1605/2002 and 
provided  that  the  budgetary  authority  makes  available  the  necessary  appropriations  on  the 
relevant budget line. The costs of managing the archives shall be shared among the depositing 
institutions  on  a  proportional  basis.  Costs  related  to  the  provision  and  equipping  of  the 
building(s) and repositories to house the archives and its staff shall not be eligible.  

9. The EUI shall process personal data contained in the historical archives of the institutions 
in  accordance  with  Regulation  45/2001.  The  EUI  shall  act  as  processor  in  accordance  with 
article 2 of that Regulation, under instructions from the depositing institutions.  

10.  The  European  Data  Protection  Supervisor  shall  have  supervisory  powers  over  the  EUI 
with respect to the processing of personal data contained in the historical archives deposited 
by the institutions." 

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3. Article 9 paragraph 1 shall be replaced by the following: 

"Each institution shall adopt internal rules for the application of this Regulation. These shall 
include  rules  for  the  preservation,  opening  to  the  public  and  protection  of  personal  data 
contained  in  the  historical  archives.  Wherever  possible,  the  institutions  shall  make  their 
archives  available  to  the  public  by  electronic  means.  They  shall  also  conserve  documents 
which are available in forms meeting special needs (Braille, large text or recordings)."  

4. An Annex is added in accordance with the Annex to this Regulation. 

This  Regulation  shall  enter  into  force  on  the  day  following  that  of  its  publication  in  the 
Official Journal of the European Union. 

Article 2 

This Regulation shall be binding in its entirety and directly applicable in all Member States. 

Done at Brussels,  

For the Council 
The President 

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The following annex is added: 

ANNEX 

"Annex 

Provisions for the deposit of the historical archives of the institutions at the European 
University Institute in Florence 

1.  In the case of non-digital archives, the original documents shall be deposited at the EUI 
for permanent preservation, together with a microform and/or digital copy. 

In the case of digital archives, the EUI shall have permanent access to the documents in such 
a  way  as  to  allow  it  to  fulfil  its  obligation  to  make  the  historical  archives  accessible  to  the 
public  from  a  single  location  and  to  promote  their  consultation.  The  originating  institutions 
will remain responsible for the permanent preservation of their digital archives. 

2.  The  deposit  shall  take  place  in  annual  instalments  and,  to  the  extent  possible,  under  the 
normal archival processing procedures of the institutions. 

3.  The depositing institutions may, for legal or administrative reasons, exclude the deposit of 
certain original documents at the EUI. In that case, they shall deposit a microform or digital 
copy. 

4.  The  depositing  institutions  shall  retain  the  ownership  of  their  archives,  as  well  as 
exclusive responsibility for the composition of the documents and files that are deposited at or 
otherwise  made  available  to  the  EUI.  The  EUI  shall  not  modify  the  archival  classification 
established by the depositing institutions, eliminate or alter either documents or files. 

5.  The  EUI  shall  return  to  the  depositing  institutions  the  originals  of  any  deposited 
documents and files if requested by these institutions. The depositing institutions shall return 
the originals to the EUI as soon as they no longer need them. 

6.  The  EUI  shall  immediately  inform  depositing  institutions  about  any  circumstances  that 
could put at risk the inviolability of the archives that they have deposited. 

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LEGISLATIVE FINANCIAL STATEMENT 

1. 

FRAMEWORK OF THE PROPOSAL/INITIATIVE 

1.1.  Title of the proposal/initiative 

1.2.  Policy area(s) concerned in the ABM/ABB structure 

1.3.  Nature of the proposal/initiative 

1.4.  Objective(s) 

1.5.  Grounds for the proposal/initiative 

1.6.  Duration and financial impact 

1.7.  Management method(s) envisaged 

2. 

MANAGEMENT MEASURES 

2.1.  Monitoring and reporting rules 

2.2.  Management and control system 

2.3.  Measures to prevent fraud and irregularities 

3. 

ESTIMATED FINANCIAL IMPACT OF THE PROPOSAL/INITIATIVE 

3.1.  Heading(s)  of  the  multiannual  financial  framework  and  expenditure  budget 
line(s) affected 

3.2.  Estimated impact on expenditure 

3.2.1. Summary of estimated impact on expenditure 

3.2.2. Estimated impact on operational appropriations 

3.2.3. Estimated impact on appropriations of an administrative nature 

3.2.4. Compatibility with the current multiannual financial framework 

3.2.5. Third-party participation in financing 

3.3.  Estimated impact on revenue

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LEGISLATIVE FINANCIAL STATEMENT 

1. 

FRAMEWORK OF THE PROPOSAL/INITIATIVE 

1.1. 

Title of the proposal/initiative 

Council Regulation amending Regulation (EEC/Euratom) No 354/83, as regards the 
deposit  of  the  historical  archives  of  the  institutions  at  the  European  University 
Institute in Florence 

1.2. 

Policy area(s) concerned in the ABM/ABB structure5 

Relations with civil society, openness and information 

1.3. 

Nature of the proposal/initiative 

The proposal relates to the extension of an existing action 

1.4. 

Objectives 

1.4.1.  The  Commission’s  multiannual 

strategic  objective(s) 

targeted  by 

the 

proposal/initiative 

The  objective  of  the  proposal  is  to  regularise  and  establish  a  sound  basis  for  the 
existing  partnership  with  the  EUI  in  the  management  and  dissemination  of  the 
historical  archives  of  the  institutions.  The  purpose  of  the  deposit  at  the  EUI  is  to 
provide access to those archives from a single location, to promote their consultation 
and to stimulate research into the history of European integration and the European 
institutions. 

1.4.2. 

Specific objective(s) and ABM/ABB activity(ies) concerned 

Specific objective No 25.02.01.01 

ABM/ABB activity(ies) concerned: 

Relations with civil society, openness and information 

Institutions of European interest / Historical archives of the European Union 

1.4.3.  Expected result(s) and impact 

The partnership with the EUI provides added value to the historical archives of the 
institutions and serves to promote the dissemination and public consultation of those 
archives. 

1.4.4. 

Indicators of results and impact 

(1)  Archives deposited at the EUI in Florence by the institutions 

5 

ABM: Activity-Based Management; ABB: Activity-Based Budgeting. 

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(2)  Collection and description by the EUI of private archives and personal papers 
of  individuals,  public  and  private  organisations  that  have  contributed  to  the 
construction of Europe 

(3)  Production and publication of holding guides, inventories, source publications 

and other research tools 

(4)  Reading room and reading room facilities provided by the EUI 

(5) 

Inventories and archives made available online 

(6)  Visitors to the reading room 

(7)  Actions to promote the consultation of the historical archives of the institutions 

1.5. 

Grounds for the proposal/initiative 

1.5.1.  Requirements to be met in the short or long term 

Managing and making available to the public the historical archives deposited by the 
institutions at the European University Institute in Florence. 

1.5.2.  Added value of EU involvement 

The  partnership  with  the  EUI  serves  to  promote  the  dissemination  and  public 
consultation of the historical archives of the institutions. 

Bringing  the  archives  of  the  institutions  together  in  one  location  of  itself  enhances 
their  value.  It  also  allows  the  EUI  to  provide  added  value  by  creating  cross  links 
between  the  different  archives,  where  necessary  producing  finding  aids  and  other 
research  tools  and  providing  both  on-site  access  and  online  public  access  to  the 
archives. 

1.5.3.  Lessons learned from similar experiences in the past 

Six institutions deposit their historical archives at the European University Institute 
in Florence (EUI) under the terms of a contract dated 17 December 1984 between the 
European  Communities  and  the  EUI.  The  1984  deposit  contract  has,  however, 
become outdated and needs to be replaced by a more solid legal and financial basis 
for the partnership with the EUI. 

1.5.4.  Coherence and possible synergy with other relevant instruments 

n.a. 

1.6. 

Duration and financial impact 

Proposal of unlimited duration. 

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1.7.  Management mode(s) envisaged6 

Centralised direct management by the Commission 

2. 

MANAGEMENT MEASURES 

2.1.  Monitoring and reporting rules 

The EUI will submit a draft work programme for each calendar year for discussion 
with  the  Commission,  including  an  establishment  plan  for  the  staff  in  place  on  31 
December  of  the  year  concerned,  the  previous  and  the  next  year.  This  submission 
will take place in February of the preceding year. 

After consultation with the other depositing institutions, the work programme will be 
agreed  between  the  Commission  and  the  EUI  and  annexed  to  the  annual  grant 
agreement. 

The Commission will monitor the implementation of the work programme. 

The  EUI  will  submit  an  annual  activity  report  for  the  Historical  Archives  after  the 
end of each calendar year. 

2.2.  Management and control system 

2.2.1.  Risks identified 

The  potential  risks  for  the  preservation  of  the  deposited  paper  archives  of  the 
institutions  are  minimal.  The  Italian  government  has  provided  a  purpose-built 
archival  repository  that  complies  with  the  highest  international  standards  for  the 
long-term preservation of archives. 

2.2.2.  Control methods envisaged 

Partnership  agreements  with  the  EUI  will  provide  a  framework  for  ongoing 
discussion,  examination  and  evaluation  of  the  budget  and  work  programme.  Each 
depositing  institution  has  the  right  to  request  information  with  respect  to  the 
management of its archives by the EUI and to carry out an inspection of the archives 
that it has deposited there. 

2.3.  Measures to prevent fraud and irregularities 

Article  287(3)  TFEU  provides  the  Court  of  Auditors  with  the  power  to  audit  any 
natural or legal person that receives a payment from the EU budget. The powers of 
the  Commission  and  OLAF  to  fight  against  fraud  to  the  EU  financial  interests  are 
regulated by specific provisions concerning this matter (i.e. Council Regulation No 
2185/96 and Regulation No 1073/1999 of the Council and the European Parliament) 
and Council Regulation No 1605/2002 on the Financial Regulation applicable to the 
general budget of the European Communities. Pursuant to article 120(3) of the latter, 

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Details  of  management  modes  and  references  to  the  Financial  Regulation  may  be  found  on  the 
BudgWeb site: http://www.cc.cec/budg/man/budgmanag/budgmanag_en.html. 

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each grant decision or agreement shall provide expressly for the Commission and the 
Court  of  Auditors  to  exercise  their  powers  of  control,  on  documents  and  on  the 
premises, over all contractors and subcontractors who have received EU funds.  

3. 

ESTIMATED FINANCIAL IMPACT OF THE PROPOSAL/INITIATIVE 

3.1. 

Heading(s)  of  the  multiannual  financial  framework  and  expenditure  budget 
line(s) affected 

•  Existing expenditure budget lines 

In order of multiannual financial framework headings and budget lines. 

Budget line 

Heading of 
multiannual 
financial 
framework  Historical archives of the European Union 

Type of  
expenditure

Contribution  

Diff./non-
diff. 
(7) 

from 
EFTA8 
countries 

from 
candidate 
countries9 

from third 
countries 

within the 
meaning of Article 
18(1)(a) of the 
Financial 
Regulation  

5 
Adminis
tration 

25.02.01.01 

Diff. 

NO 

NO 

NO 

NO 

7 
8 
9 

Diff. = Differentiated appropriations / Non-diff. = Non-Differentiated Appropriations. 
EFTA: European Free Trade Association. 
Candidate countries and, where applicable, potential candidate countries from the Western Balkans. 

EN 

15 

   EN 

 
                                                 
3.2. 

Estimated impact on expenditure  

3.2.1. 

Summary of estimated impact on expenditure  

Heading of multiannual financial 
framework:  

5 

" Administrative expenditure " 

EUR million (to 3 decimal places) 

2013 

2014 

2015 

2016 

2017 

2018 

201910  

TOTAL 
2013-2019 

0.038 

0.004 

2.268 

2.310 

0.038 

0.004 

0.038 

0.004 

0.038 

0.004 

0.038 

0.004 

0.038 

0.004 

0.038 

0.004 

0.266 

0.028 

2.268 

2.268 

2.268 

2.268 

2.268 

2.268 

15.876 

2.310 

2.310 

2.310 

2.310 

2.310 

2.310 

16.170 

DG: SG 

(cid:121) Human resources  
Missions 

(cid:121) 25.020101 Historical archives  

TOTAL SG  

TOTAL appropriations 
under HEADING 5 
of the multiannual financial framework  

(Total commitments 
= Total payments) 

TOTAL appropriations  
under HEADINGS 1 to 5 
of the multiannual financial framework  

Commitments 

Payments 

10 

It is expected that the impact on expenditure will continue to evolve at the same rate after 2019.  

EN 

16 

EN 

 
  
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
                                                 
3.2.2.  Estimated impact on operational appropriations 

The proposal does not require the use of operational appropriations 

3.2.3.  Estimated impact on appropriations of an administrative nature 

3.2.3.1.  Summary  

The proposal requires the use of administrative appropriations, as explained below: 

EUR million (to 3 decimal places) 

2013 

2014 

2015 

2016 

2017 

2018 

2019 - 

TOTAL 

HEADING 5 
of the multiannual 
financial framework 

Human resources  

Other administrative 
expenditure  

Subtotal HEADING 5 
of the multiannual 
financial framework  

Outside HEADING 511 
of the multiannual 
financial framework  

Human resources  

Other expenditure  
of an administrative 
nature 

Subtotal  
outside HEADING 5 
of the multiannual 
financial framework  

TOTAL 

2.310 

2.310 

2.310 

2.310 

2.310 

2.310 

2.310 

16.170 

The administrative resources required will be covered by the allocation that may be granted to 
the  managing  DG  under  the  annual  allocation  procedure  in  the  light  of  existing  budgetary 
constraints.

11 

Technical  and/or  administrative  assistance  and  expenditure  in  support  of  the  implementation  of  EU 
programmes and/or actions (former ‘BA’ lines), indirect research, direct research. 

EN 

17 

   EN 

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
                                                 
3.2.3.2.   Estimated requirements of human resources 

The proposal requires the use of human resources, as explained below: 

Estimate to be expressed in full amounts (or at most to one decimal place) 

2012 

2013 

2014 

2015 

2016 

2017 

2018 

(cid:121) Establishment plan posts (officials and temporary agents) 

25 01 01 01 (Headquarters and Commission’s 
Representation Offices) 

0.3 

0.3 

0.3 

0.3 

0.3 

0.3 

0.3 

XX 01 01 02 (Delegations) 

XX 01 05 01 (Indirect research) 

10 01 05 01 (Direct research) 

(cid:121) External personnel (in Full Time Equivalent unit: FTE)12 

XX 01 02 01 (CA, INT, SNE from the ‘global 
envelope’) 

XX 01 02 02 (CA, INT, JED, LA and SNE in 
the delegations) 

XX 01 04 yy 13 

- at Headquarters14 

- in delegations  

XX 01 05 02 (CA, INT, SNE — Indirect 
research) 

10 01 05 02 (CA, INT, SNE — Direct research) 

Other budget lines (specify) 

TOTAL 

0.3 

0.3 

0.3 

0.3 

0.3 

0.3 

0.3 

XX is the policy area or budget title concerned. 

The human resources required will be covered by staff from the DG who are already assigned 
to  management  of  the  action  and/or  have  been  redeployed  within  the  DG,  together  if 
necessary with any additional allocation that may be granted to the managing DG under the 
annual allocation procedure and in the light of budgetary constraints. 

Description of tasks to be carried out: 

Officials and temporary agents 

Preparation  of  partnership  and  grant  agreements.  Preparation  of  the 
budget  request.  Monitoring  of  the  work  programme  and  expenditure. 
Possible ex post evaluations. 

External personnel 

------ 

3.2.4.  Compatibility with the current multiannual financial framework 

The proposal is compatible with the current multiannual financial framework. 

12 

13 
14 

CA=  Contract Agent;  INT=  agency  staff (‘Intérimaire’);  JED=  ‘Jeune  Expert  en Délégation’  (Young 
Experts in Delegations); LA= Local Agent; SNE= Seconded National Expert; . 
Under the ceiling for external personnel from operational appropriations (former ‘BA’ lines). 
Essentially  for  Structural  Funds,  European  Agricultural  Fund  for  Rural  Development  (EAFRD)  and 
European Fisheries Fund (EFF). 

EN 

18 

   EN 

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
                                                 
3.2.5.  Third-party contributions 

The proposal does not provide for co-financing by third parties 

3.3. 

Estimated impact on revenue 

The proposal has no financial impact on revenue. 

EN 

19 

   EN