Scanning of personal files

This Administrative Notice is to inform you that the existing paper personal files are being phased out and will in future be available in electronic form only.

The Commission’s administrative departments manage the personal file of every official and other regular member of staff (Article 26 of the Staff Regulations).

To date, each file has comprised a collection of paper documents (for example, decisions of the Appointing Authority, documents concerning outside training, etc.) and electronic documents (for example, the career development report) – see AN No 22-2004 of 1 April 2004. These documents originate from either the Commission’s Appointing Authority or the official concerned.

As part of the move towards administrative simplification and the increased use of information and communications technology, the administration is currently scanning all personal files.
This will result in:

• improved file security (preventing loss or destruction),
• easier file accessibility (allowing you to consult your file remotely),
• more selective access rights (for authorised departments only).

Please note that if you wish to correct the data in your file you should still contact the unit responsible for managing it, i.e. ADMIN.B.3 for Brussels staff, ADMIN.C.2 for Luxembourg staff, RELEX.K.4 for delegation staff and JRC. B.1 for JRC staff.

As from April 2006 for Brussels (as from the second half year of 2006 for the management centers), members of staff whose file has been scanned will have secure access to their own file from their PC (via Sysper 2). The units responsible for managing the files will also grant authorised managers (ADMIN, PMO) access to the files or parts of files that concern them. This must, however, be used for official purposes only.

When your file becomes available, you will be notified individually by e-mail and will then have three months to recover your original documents. Eventually, by the end of 2006, all personal files will be scanned and any new documents will be entered in the file in digitised form.

You can obtain more information (how/where to consult your file, the legal basis, management, responsibilities, etc.) on the “Personal File” pages of the “Pers Admin” website: (http://www.cc.cec/pers_admin/cond_empl/pers_file/index_en.html).

Appropriate technical and organisational measures have been implemented to ensure the necessary level of security, given the risks that processing entails and the nature of the personal data to be protected, and to guarantee the confidentiality of those data. The scanning of personal files has been endorsed by the European Data Protection Supervisor. A specific privacy statement will be accessible via Sysper 2.