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PARLIAMENTS ON THE NET X

PARLIAMENTS ON THE NET X. Madrid, Palacio del Senado 31 May - 1 June 2012 Mobility, Transparency and Open Parliament European Parliament Public Register Access to documents.

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PARLIAMENTS ON THE NET X

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  1. PARLIAMENTS ON THE NET X Madrid, Palacio del Senado31 May - 1 June 2012Mobility, Transparency and Open ParliamentEuropean ParliamentPublic RegisterAccess to documents

  2. Public access to European Parliament documents is regulated by European regulations and a set of internal decisions including: Article 15 of TFEU Regulation (EC)n°1049/2001 of European Parliament and of the Council of 30 May 2001 Article 104 of European Parliament Rules of Procedure Bureau decision of 28 November 2001, on rules governing public access to European Parliament documents (OJ C216 of 22.7.2001 + C284 of 28.9.2011) Secretary General’s decision of 31 May 2002 on the implementing measures on recording documents Bureau decision of 08 March 2010 adopting a list of the categories of documents directly accessible via the public register and the content of the latter Legal texts and decision

  3. Defines among others: Beneficiaries and scope Exceptions Applications for access to documents Processing of applications Treatment of sensitive documents Basic information contained in a Register of documents Defines a register (art 11) Allows each institution to lay down specific provisions in its own rules of procedure (recital 17) Regulation (EC) n° 1049/2001OJ L145 of 31.5.2001

  4. Article 5: Direct access to documents All documents drawn up or received by the EP under the legislative procedure must be accessible to citizens in electronic form, subject to the restrictions laid down in Articles 4 & 9 of Regulation (CE) n° 1049/2001 The categories of documents that are directly accessible shall be set out in a list adopted by the Bureau and posted on the European Parliament Internet website (Europarl) That list shall not have the effect of circumscribing the right of access to documents not included in the listed categories, which may be made accessible on written request Access to documentsC289/6(22.11.2005) – Bureau decision of 28 November 2001(AM 22 June 2011)

  5. States that a register shall contain for each document: A reference number (including, where applicable the inter-institutional references) The subject matter and/or a short description of the content The date on which it was received or drawn up and recorded in the register References shall be made in a manner which does not undermine protection of the interests in art 4 of Regulation (EC) n°1049/2001 Access to documentsArt 11 of Regulation (EC) n°1049/2001, para 2

  6. Document references

  7. Categories of directly accessible documents (list adopted by the Bureau on 08 March 2010) Documents relating to Parliament’s legislative activities Documents relating to other activities of the Parliament Parliament’s general documents relating to the functioning of the institution Official documents forwarded by other EU institutions and third party documents already published Official correspondence Certain categories of administrative documents Documents as disclosed following a prior request under Regulation (EC) n°1049/2001 Access to documents

  8. Citizen consults the Register via Internet http://www.europarl.europa.eu/registre/ If he does not find a document or if the document is accessible on request, he sends an application to the EP (form available on the website). An acknowledgment of receipt is sent to the citizen and the reply to his application must be sent within 15 working days. In practice

  9. Request access to a document

  10. Request access to a document

  11. Request access to document

  12. The “Transparency – Access to documents” unit (art. 3 of the Bureau decision of 28/11/2001)is responsible for : - Monitoring the recording of the documents - Receiving and processing applications for access - Sending out acknowledgement of receipt - Assisting applicants with clarifying the substance of their applications - Assisting applicants with access to documents already published - Coordinating the reply with the relevant service or person when a document is not recorded in the register or if restrictions apply (art4 & art9 of Reg 1049) In 2011, the total number of documents requested was 1161, 289 (concerned non-public documents), resulting in 33 refusals (among them 19 partial access) The Transparency unit

  13. Processing of application • An acknowledgment of receipt is sent to the applicant • A written reply is sent within 15 working days from registration of the application (may be extended under certain conditions) • In the event of a total or partial refusal, the reply shall state the reasons for the refusal and inform the applicant of his right to appeal • Failure to reply within the prescribed time-limit shall entitle the applicant to appeal

  14. Documents contained in the Register * File : includes the different language versions

  15. On the Internet page Documents are presented under 6 headings: • Documents relating to parliamentary activity • General information documents • Official documents forwarded by other institutions and Member States • Documents from third parties • Budgetary procedure • Documents as disclosed following a prior request under Regulation 1049/2001

  16. Most consulted • Parliamentary Questions • Adopted Texts (final version) • Reports (Plenary documents) • Amendments to the draft reports (committee documents) • Draft reports (committee documents) • Amendments toreports (Plenary documents)

  17. New website • Online Survey (2009/250 answers) • Ergonomic analysis/WAI • Release January 2011 • New Search Architecture: Solr/Lucene • Indexing of content • Faceting • High-lighting • Auto-completion • Caching • CombinedSearch

  18. New WebsiteNext features • Spelling • RSS • Eurovoc descriptors • (Online Survey) • …

  19. In 2011, the EP launched a project to index, using the Eurovoc thesaurus (http://eurovoc.europa.eu/drupal/?q=fr) the following document families: Opinion (incl. draft) Written declarations Reports (incl. draft) Resolutions (incl. Draft) Written questions and their answers Reports Adopted texts Consolidated texts Eurovoc descriptors

  20. The Eurovoc thesaurus allows a hierarchical classification at 3 levels of specific terms: the first level is published by default, the following levels are published after selection. Eurovoc descriptors

  21. New Website - URL EuropeanParliamentPublic Registerhttp://www.europarl.europa.eu/registre/

  22. The Transparency – Access to document Unit Mayte Del Valle Mier (mayte.delvalle@ep.europa.eu) Project Olivier Isaac (olivier.isaac@ep.europa.eu) Contacts

  23. In 2011, the European Parliament launched 2 other major Internet websites The New Legislative Observatory http://www.europarl.europa.eu/oeil/home/home.do The New IPEX http://www.ipex.eu/IPEXL-WEB/home/home.do Other websites 29

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