USE OF THE COMMISSION’S MAIL SERVICE – DISTRIBUTION OF FREE PERIODICALS TO STAFF

This Administrative Notice implements point 3 of Notice N° 74/2003 of 1st December 2003 concerning the distribution of free periodicals to staff. It is recognised that staff have an interest in receiving free periodicals which cover EU affairs. This Notice establishes a clear framework for the continued distribution of such periodicals in a manner which establishes a level playing field for publishers wishing to circulate periodicals to Commission staff, meets the requirements of EU legislation on the protection of personal data (which notably precludes the transmission of the office addresses of staff to third parties without consent), and keeps to a minimum the administrative workload for the Commission’s mail service.

From 1st June 2005, the following arrangements will apply:

• Free periodicals currently being distributed to Commission staff
  
  Officials currently receiving free periodicals will be deemed to have given their consent for the transmission of their name and office address to the publishers of the periodicals concerned. Any official no longer wishing to receive a publication will be able to request to the publisher that his/her name be removed from the mailing list.
  
  Officials are responsible for notifying the publisher of the periodicals concerned of any change in office address. Incorrectly addressed periodicals will be returned to the sender after a reminder has been issued by central mail service.
  
  Publishers will be invited to make periodicals available to all officials, regardless of grade.
   
• Distribution of new periodicals to Commission staff
  
  Where a publisher wishes to begin distributing a periodical free of charge to Commission staff, DG ADMIN will draw the attention of all staff to this possibility using appropriate internal communication tools (normally, the intranet).
  
  Officials will be required to request from the publisher the periodical in question. For this purpose, they will have to provide to the publisher their full name and office address (this normally will be facilitated through the intranet and e-mail). Any official no longer wishing to receive a publication will be able to request to the publisher that his/her name be removed from the mailing list.
  
  Officials will be responsible for notifying the publisher of the periodicals concerned of any change in office address. Incorrectly addressed periodicals will be returned to the sender after a reminder has been issued by the central mail service.
  
  Publishers will be invited to make periodicals available to all officials, regardless of grade.