Rules for classification of documents

Rules for classification of documents of the European Foundation for the Improvement of Living and Working Conditions

Definitions

  • A document is any content drawn up or received by the Foundation concerning a matter relating to the policies, activities and decisions falling within its competence and in the framework of its official tasks, in whatever medium (written on paper or stored in electronic form , including e-mail, or as a sound, visual or audio-visual recording).
  • The term classification means the allocation of an appropriate level of security (as confidential or restricted) to a document the unauthorised disclosure of which might prejudice the interests of the Foundation, the EU or third parties.
  • Documents are confidential when their unauthorised disclosure could harm the essential interests of an individual, the Foundation or the EU. See Annex 1
  • Documents are restricted when their unauthorised disclosure could be disadvantageous to the Foundation, the EU or a third party. See Annex 1
  • Documents are restricted when their unauthorised disclosure could be disadvantageous to the Foundation, the EU or a third party. See Annex 1
  • The term originator means the duly authorised author of a classified document.
  • The term downgrading means a reduction in the level of classification.
  • The term declassification means the removal of any classification.

Rules for classification

  • Foundation documents that are not public shall be classified in one of the following categories: confidential or restricted. Criteria and guidance for classification are set out in Annex 1 to this decision.
  • The classification of a document shall be decided by the originator based on these rules.
  • All classified documents shall be recorded in a register of classified documents.
  • Applications for access to classified documents shall be examined by the Director.
  • If a classified document is to be made available in response to a request from a member of the public, it shall be first declassified by a decision of the Director.
  • Documents shall be classified only when necessary. The classification shall be clearly indicated and shall be maintained only as long as the document requires protection.
  • The classification of a document shall be determined by the level of sensitivity of its contents.

Downgrading classified documents

Classification of documents shall be periodically reviewed. By request of the Document Management Officer (DMO), the originator of a document shall indicate if that document or information may be downgraded and declassified. Where a document or information is declassified, details shall be recorded in the register and the document shall be archived appropriately. Where classification is retained, details of the review shall be entered in the register.

Physical security

All classified documents shall be retained in a manner that ensures they are not disclosed to unauthorised individuals. Security and access levels to classified documents shall be recorded in the register by the DMO.

Either the originator or the DMO may retain classified documents. Where the originator retains documents, they shall be physically safeguarded as specified by the DMO.

Annex 1
CRITERIA AND GUIDANCE FOR CLASSIFICATION OF FOUNDATION DOCUMENTS

PUBLIC DOCUMENTS

Documents that are not classified are public documents. Access to public documents is governed by the internal rules on access to documents. These documents include:

Management Board and Executive Bureau:

  • Agendas and Final Minutes
  • Decisions or documents adopted

CLASSIFIED DOCUMENTS

Access to classified documents by members of the public is subject to examination of the Director.

Confidential documents
Documents are confidential when their unauthorised disclosure could harm the essential interests of an individual, the Foundation or the EU
Commonly accepted criteria for confidentiality are where the release of a document would:

  • Harm the privacy and integrity of an individual;
  • Breach undertakings to respect the confidential nature of information provided by third parties;
  • Breach statutory restrictions on disclosure of information;
  • Cause financial loss or facilitate improper gain or advantage for individuals or companies;
  • Impede or undermine the effective management or operations of the Foundation;

Documents classified as confidential include:

  • Personnel files of Foundation staff containing details of recruitment, promotion and medicals;
  • Documents containing financial and commercial information supplied by third parties;

Restricted documents
Documents are restricted when their unauthorised disclosure would be disadvantageous to the Foundation, the EU or a third party. Documents with this classification are usually restricted for a period of time.

Foundation documents falling under this category may include:

  • Documents of internal management meetings;
  • Documents of groups involved in the preparation of the work programme;
  • Documents that have not been finalised or adopted;
  • Documents containing sensitive details supplied by third parties in confidence;
  • Management reports prepared by external consultants

Annex 2
CLASSIFICATION PROCEDURES

  • 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 originator shall indicate clearly at which level a document should be classified when detached from its enclosures.
  • The classification shall appear at the top and bottom centre of each page, and each page shall be numbered. Each classified document shall bear a reference number and a date.
  • All annexes and enclosures shall be listed on the first page of a document classified as confidential.
  • The classification shall be shown on restricted documents by mechanical or electronic means. Classification shall be shown on confidential documents by mechanical means or by hand or by printing on pre-stamped, registered paper.

Annex 3
REGISTER OF CLASSIFIED DOCUMENTS

Under the authority of the Head of Administration, the Document Management Officer shall:

  • Manage operations relating to the registration, reproduction, dispatch, archiving and destruction of documents classified as confidential or restricted;
  • Retain and update a list of particulars on classified documents;
  • Periodically question issues on the need to maintain the classification of information.

The register will include particulars regarding the following:

  • The date of preparation of the classified document;
  • The level of classification;
  • The expiry date of classification;
  • The name and department of the issuer;
  • The recipient or recipients;
  • The document code;
  • The subject;
  • The number of copies circulated;
  • Declassification and downgrading of classified documents

Disclaimer

When freely submitting your request, you are consenting Eurofound in handling your personal data to reply to you. Your request will be handled in accordance with the provisions of Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data. More information, please read the Data Protection Notice.