Transparency database
Contents
1. Directorate General of Administration r COUNCIL CONSEIL Directorate of Information Technology OF EUROPE DE L EUROPE Strasbourg 11 December 2012 DGA DIT IMD 2012 Transparency database User guide Table of contents l Introductio ERA REEL IL 3 1 Purpose of the base erae y exp teats da date X den prennent nie RE Fn REA E RAT ARA 3 2 Basic NOONE iiini a tren ree rr itte ie eame Eae eve ird atc ad cea Rin ta om nt tente a 3 3 Potential users of this guide lesssssssssssssssssssss emm seen 3 4 Connecting to the base em ems mensem sre hen nenne nnn 3 Wer 6 AMSTUCUIONS c a A A aE 4 1 Gonsulting tlie Dase o eren eben nee yen an ne auld doen anid E eR ena ERES nat IER PA nena stan ads 4 1 1 Searching for and consulting a rule 4 1 2 Generating a general report sisi 4 2 Updating the base ccc erdt ere pr ERR er rer nee x ERE TK aa ddl dean LEN mH RR Ee ges 5 2 1 Opening a work session csse nes eem emnes emen emere 5 2 2 Adding atule nitate apse doter tte aldara Kedah t Peto ocetatene Fate t duca nsa c ta on arm ie hbo 6 2 3 Adding a document series ene nanan eee teeta 7 2 3 1 Adding a predefined series csse meme 7 2 3 2 Adding a new series 444444444444 nes e nennen semet eene 8 2 4 Modifying closing or deleti2. tab and then on the Series link Click on the Edit icon of the series to be modified Make the desired modifications Click on the Save button Click on the OK button 3 10 Deleting a document series A series cannot be deleted if it is linked to an access rule The document series must no longer depend on a rule if it is to be deleted PRELIMINARY STEPS EXPLANATIONS Click on the Search tab and find the rule containing the series Edit the rule Untick the series to be deleted in the drop down menu of document series Click on the Save button EXPLANATIONS Click on the Management tab and then on the Series link Select the entity which owns the series The list of document series is displayed using the drop down menu Click on the Delete icon of the series This action is irreversible concerned Click on the OK button DGA DIT IMD 201 2 16 3 11 Exporting rules in an XML file EXPLANATIONS Click on the Management tab and then on the XML Export of rules link Click on Export access rules Click on the Save button Specify the name of the file and the place where it is to be saved This file makes it possible to use the gathered data in other applications 3 12 Generating a report EXPLANATIONS Click on the Reports tab and then on the Administrator permissions are required to generate link to the desired report reports other than the general report the activi
3. DIT IMD 201 2 2 4 Modifying closing or deleting a rule EXPLANATIONS Use the icons to the right of the title of the You may rule to make changes Search for the rule to be modified edit the rule and modify the different fields If necessary see the explanations given for adding a new rule close the rule the rule is kept in the base for consultation at a later date delete the rule the rule no longer appears in the base For the management of users entities and series the Archive Correspondents must send a request to archives coe int 2 5 Closing the session Click on the Disconnection button DGA DIT IMD 201 2 10 3 Administration of the base For points 3 1 to 3 12 below administrator permissions are required In addition to the functionalities accessible for the Archive Correspondent the administrators have access to management of users entities and document series They may also export all the rules to an xml file that may be used by other applications and generate activity reports access level reports and links reports 3 1 Adding a user EXPLANATIONS Click on the Management tab and then on the Users link Click on the Add user link Type in the user s surname or first name in the Search field Click on the Search button Select a user in the drop down menu If several colleagues have the same surname or first name Assign a role to the user using the drop One of two roles may be
4. and 30 years after being issued The policy applies to all Committee of Ministers documents except those concerning human rights and monitoring meetings Explanatory memoranda are made public at the same time as the conventions and recommendations they accompany Extract The Deputies 7 accordingly decided as from 1 January 2001 to carry out a new policy of access to Committee of Ministers documents based on the following principles i documents not subject to any particular classification would be public ii documents classified restricted would be declassified a year after being issued iii documents classified confidential would be declassified ten years after being issued iv documents classified secret would be declassified thirty years after being issued 8 decided to apply this policy to all Committee of Ministers documents with the exception of those concerning human rights and monitoring meetings which would continue to be covered by the present rules until specific decisions were taken with regard to them subject to compliance with the rules in force on the protection of personal data 9 decided in accordance with the principles set out in decisions 7 and 8 above to declassify as of 1 January 2001 all documents classified confidential issued prior to 31 December 1990 and all documents classified restricted issued prior to 31 December 1999 except those concerning huma
5. documents for public dissemination restricted applies to documents made available to member governments and the Secretariat of the Council of Europe internal applies to documents that are accessible to all internal users i e staff of the Council of Europe confidential applies to documents which can be accessed only by a definite group of internal and if applicable external users defined by their roles For official documents for example this group consists of member governments and the department or committee responsible for the document secret applies to documents which can be accessed only by a definite group of persons which are listed by names authorised by the particular secretariat or organ concerned Council of Europe Secretariat Committee of Ministers Parliamentary Assembly Paper copies are individually numbered These levels were defined based on the Committee of Ministers decision CM Del Dec 98 641 and the 2009 Archival Policy The classification period is the period for which limited access applies If the predefined periods are not suitable you may enter a new one Specify the mechanism whereby documents in a series are declassified Documents are either automatically declassified after a certain period or after a meeting or at the specific request of a government or in accordance with other arrangements series you can indicate the URL here and give a name to this link 9 DGA
6. from the Council of Europe s wish to give its activities greater visibility and transparency This Resolution adopted by the Committee of Ministers regulates access to the Council of Europe s official documents the documents produced by the Committee of Ministers and its steering committees and subordinate bodies The rights of access to the documents of the main institutional partners within the Council of Europe the documents of the partial agreements the convention based and supervision bodies are also governed by the rules laid down in convention texts statutory texts rules of procedure and working methods The Transparency database is intended to group together all these rules for accessing Council of Europe documents By centralising them in this way it aims for greater clarity regarding the different rules applicable Anyone may consult the database Itis managed by the team responsible for the Council of Europe Archives in close collaboration with the Organisation s network of Archive Correspondents 2 Basic notions At this stage it is useful to grasp two key notions incorporated in the database entity and series e An entity is a Council of Europe administrative entity organ committee or independent body e A document series is a set of documents governed by a specific access rule 3 Potential users of this guide This guide is intended for all users of the database 1 Users outside the Council of Europe and all Council
7. chosen The administrator down menu role will be assigned to a limited number of colleagues within the Information Management Division DIT The Archive Correspondent role will be assigned to colleagues of entities exercising this function within their entity Select the entity ies for which the user will be responsible Click on the Add button Click on the Save button Click on the Save button to add the user 11 DGA DIT IMD 201 2 3 2 Modifying a user profile or deleting a user EXPLANATIONS Click on the Management tab and then on the Users link View the users by role Select a role using the drop down menu Select an entity if applicable using the drop down menu Click on the Search button Use the icons appearing to the right of the name of the user to make changes The administrator role applies to all entities The list of Archive Correspondents may be refined by choosing an entity The user s will be displayed A _ _ _ edit the user profile and modify the different fields delete the user DGA DIT IMD 2012 12 3 3 Adding an entity EXPLANATIONS Click on the Management tab and then on An entity is a Council of Europe administrative entity the Entities link organ committee or independent body Examples would be the Committee of Ministers or the CPT As some regulatory texts apply to the entire Organisation the Council of Europe is also defined as an
8. e date of adoption and reference where these exist Example 1 Resolution Res 2001 6 on access to Council of Europe documents adopted by the Committee of Ministers on 12 June 2001 Example 2 European Convention for the Prevention of Torture and Inhuman or Degrading Treatment or Punishment ETS no 126 Lien Faire pointer le lien vers la ressource en ligne Veiller a ce que le lien soit le plus court possible ex http wcd coe int ViewDoc jsp id 1440687 La r gle ou le texte peut galement tre enregistr e dans le repositaire lectronique des Archives Pour cela vous pouvez vous adresser archives coe int Link The link should direct to the online source where the rule or text is to be found Make sure the link is as short as possible ex https wcd coe int ViewDoc jsp id 1440695 The rule or text may also be recorded in the Archives electronic repository For this send an e mail to archives coe int Note Faire une note explicative qui d crit de mani re concise comment la r gle ou le texte influe sur les acces aux documents Extrait Reproduire ici le ou les partie s pertinente s de la r gle ou du texte Annotation Give an explanation briefly describing how the rule or text impacts on access to documents Extract Reproduce in this field the relevant part s of the rule or text Cat gorie de document Indiquer si la r gle ou le texte s applique aux documents officiels o
9. e inverted commas Indicate whether the rule or text applies to official documents or internal documents Under the terms of Resolution Res 2001 6 Official documents are the documents of the various Council of Europe organs bodies and committees internal documents are documents which are not official They include correspondence sent to or received from the outside Where applicable the information entered for an access rule may be supplemented by one or more series sets of documents governed by that rule 7 DGA DIT IMD 2012 2 3 Adding a document series A document series is a set of documents with the same access classification level and the same classification period These document series must comply with the series shown on the entity s revised retention disposal schedule 2 3 1 Adding a predefined series STEPS EXPLANATIONS Select a predefined series from the drop This series has been previously input or predefined by a down menu database administrator DGA DIT IMD 201 2 2 3 2 Adding a new series Click on the Add a series link Entity Enter the name of the series Indicate the access classification level Specify a classification period Enter the declassification rule Add a link EXPLANATIONS A new window then opens right assigned to a group of people for a given document or series of documents Choose from among the following 5 levels public applies to unclassified
10. enerating a general report A general report provides an extract of database content You may choose between a long version of the report and a shorter less detailed version EXPLANATIONS Click on the Reports tab and then on the A general report shows the access and declassification General report link rules associated with an entity This report is accessible to all users Select the different criteria to be included in the report Click on the Generate button The report is displayed at the bottom of the page Select the export format and click on the This functionality provides you with a printable version Export link of the general report You may choose between non modifiable PDF format and modifiable Word format 5 DGA DIT IMD 201 2 2 Updating the base For points 2 1 to 2 4 below Archive Correspondent or administrator permissions are required In this case once you have authenticated yourself you may add a rule or series Help is provided throughout the process via pop ups identified by a question mark pictogram 2 1 Opening a work session EXPLANATIONS Click on the Connection tab Type in the password you use to log on to the Council of Europe network Once you have been authenticated additional buttons will appear in the menu bar DGA DIT IMD 2012 2 2 Adding a rule Click on the Add rule button and fill in the fields Select the entity Type in the title of the rule Type
11. entity in the database The Council of Europe entity is at the top of the entities tree structure Click on the parent entity of the entity to be added Click on the Add button ENS EDEN ed GET eee corporate bodies file in the metadata library Click on the Save button Fill in the other fields Where applicable Type in the acronym Use the bilingual acronym defined in the corporate bodies file in the metadata library If no acronym is input the database assigns one to the entity by default Date of creation Date of creation of the entity Click on the Save button 3 4 Modifying an entity EXPLANATIONS Click on the Management tab and then on the Entities link Click on the entity to be modified Click on the Edit button Wane tne Head Guances ihe DGAL becomes DGA forexamples Click on the Save button 3 5 Closing an entity Click on the Management tab and then on the Entities link Click on the entity to be closed Click on the Close button Type in the date of close down Click on the Save button Click on the OK button 3 6 Deleting an entity Click on the Management tab and then on the Entities link Click on the entity to be deleted Click on the Delete button Click on the OK button 13 DGA DIT IMD 201 2 EXPLANATIONS An entity and its sub entities are closed when they no longer appear on the Council of Europe organisational chart as a result of r
12. es et au Secr tariat du Conseil de l Europe interne s applique aux documents accessibles tous les utilisateurs internes c est dire le personnel du Conseil de l Europe confidentiel s applique aux documents accessibles seulement par un groupe donn d utilisateurs internes et le cas ch ant d utilisateurs externes selon leurs r les Par exemple pour les documents officiels ce groupe est constitu des gouvernements membres et le service ou comit responsable du document secret s applique aux documents accessibles seulement par un groupe donn de personnes dont les noms figurent sur une liste et autoris es par le service ou l organe concern Secr tariat du Conseil de l Europe Comit des Ministres Assembl e parlementaire Les documents papier sont num rot s individuellement Ces niveaux ont t d finis dans la d cision CM Del Dec 98 641 du Comit des Ministres et dans la Politique d archivage de 2009 Access classification level The access classification level determines the read access right assigned to a group of people for a given document or series of documents Choose from among the following 5 levels public applies to unclassified documents for public dissemination restricted applies to documents made available to member governments and the Secretariat of the Council of Europe internal applies to documents that are accessible to all internal users i e staff of the Counc
13. estructuring The closing of an entity is an irreversible action EEE SR EC the Include closed entities link EXPLANATIONS This action is irreversible and deletes an entity and its sub entities An entity cannot be deleted when an access rule has been created for that entity or one of its sub entities DGA DIT IMD 201 2 14 3 7 Moving an entity EXPLANATIONS Click on the entity to be moved This functionality is useful when there is a restructuring of the Organisation Click on the Management tab and then on the Entities link Click on the Move button A second tree structure of entities appears Click on the destination entity in the second tree structure Click on the Save button 3 8 Adding a document series EXPLANATIONS Click on the Management tab and then on the Series link Select the entity which owns the series using the drop down menu Click on the Add document series link Click on the Enter the name of the series Type in the name in both languages link Specify an access classification level Choose from the following 5 levels public restricted internal confidential and secret Fill in the other fields Where applicable Click on the Save button 15 DGA DIT IMD 201 2 3 9 Modifying a document series EXPLANATIONS Select the entity which owns the series The list of document series is displayed using the drop down menu Click on the Management
14. il of Europe confidential applies to documents which can be accessed only by a definite group of internal and if applicable external users defined by their roles For official documents for example this group consists of member governments and the department or committee responsible for the document secret applies to documents which can be accessed only by a definite group of persons which are listed by names authorised by the particular secretariat or organ concerned Council of Europe Secretariat Committee of Ministers Parliamentary Assembly Paper copies are individually numbered These levels were defined based on the Committee of Ministers decision CM Del Dec 98 641 and the 2009 Archival Policy Dur e de classification Dur e d application d un acc s limit Classification period Period for the application of limited access R gle de d classification M canisme par lequel les documents d une s rie sont d classifi s La d classification se fait soit automatiquement apr s une certaine dur e soit elle prend effet l issue d une r union ou la demande sp ciale d un gouvernement ou autre Declassification rule Mechanism whereby documents in a series are declassified Documents are either automatically declassified after a certain period or after a meeting or at the specific request of a government or in accordance with other arrangements 3 User manual Further technical inf
15. in the link Type in the annotation Type in the extract Choose the document category EXPLANATIONS Some fields shown by an asterisk are mandatory The pop ups or help are there to guide you throughout the process This is the entity for which you work or for which you are adding the rule Council of Europe administrative entity organ committee or independent body If you wish to add another entity to the list please contact archives coe int Specify the title of the rule or text regulating access The title must include the date of adoption and reference where these exist Example 1 Resolution Res 2001 6 on access to Council of Europe documents adopted by the Committee of Ministers on 12 June 2001 Example 2 European Convention for the Prevention of Torture and Inhuman or Degrading Treatment or Punishment ETS no 126 The title must be input in both languages The link should direct users to the on line source If the rule or text is logged in WCD ensure that the link is as short as possible and contains the id number eg http wed coe int ViewDoc jsp id 1440687 The rule or text may also be logged in ArchivalWare the full text database of Archives To do so please send an e mail to archives coe int Provide an explanatory note briefly describing how the rule or text impacts on access to documents Reproduce in this field the relevant part s of the rule or text putting the extract between doubl
16. n rights and monitoring meetings 10 decided that as from 1 January 2001 explanatory memoranda which are drawn up under the Secretariat s responsibility to make Council of Europe conventions and recommendations easier to understand will be made public at the same time as the conventions and recommendations they accompany Document category Official DGA DIT IMD 2012 2 List of database fields with input instructions 18 The information below is shown in the database s pop ups Champs Fields French English Entit Entit administrative organe comit ou instance ind pendante du Conseil de l Europe Pour faire ajouter un l ment la liste merci de contacter archives 2coe int Titre de la r gle ou du texte Indiquer le titre de la r gle ou du texte qui r glemente l acc s Le titre doit inclure la date d adoption et la r f rence quand elles existent Exemple 1 R solution Res 2001 6 sur l acc s aux documents du Conseil de l Europe adopt e par le Comit des Ministres le 12 juin 2001 Exemple 2 Convention europ enne pour la pr vention de la torture et des peines ou traitements inhumains ou d gradants STE n 126 Entity Council of Europe administrative entity organ committee or independent body To add an item to the list please contact archives coe int Title of rule text Specify the title of the rule or text regulating access The title must include th
17. ng a rule 9 2 5 Closing tli6 Se8SslOni ci hee nee cde and eet hk exei EED ai nee E ERR REIDUUDE E EES PESEE ANA 9 3 Administration of the base issus 10 ERI Eee ao A USER m 10 3 2 Modifying a user profile or deleting a user 11 3 9 Adding AN entity cedo e e ert xev ern a o ERA ER EU E M e rne ein 12 3 4 Modifying an entity coerente teet et ire ete dete ae e EP RR DR mir tte Ra i d 12 3 5 Closing amenity eiir irs ore ome o sex Ea nE manette kn D eU EE AEE aa ae OR EE ER den 13 3 6 D leting an entity edere rrr x uci dea ge n dn nh X n e se i n wa e et 13 3 7 MOVING AN entity sac oec coerente etr cure etra De nee ERN E ere ORG T qe ee a ie 14 3 8 Adding a document series 14 3 9 Modifying a document series 15 3 10 Deleting a document series 15 3 11 Exporting rules in an XML file 16 3 12 Generating a reports celiac e enhn neca Xe x date E Pa a a a adil dae 16 3 19 Closing the SESSION oeste eget era ERE ERR RR ARR DIR RR RET ee BR e 16 Ils Appendices isene ana e a a aa E a e d aa aa 17 1 Example of a rule ects aa cire ee eei a iai tata a a Eta ge eade 17 2 List of database fields with input instructions 18 9 DUsetimarual a sesoun a Onc satan denied nr ae flame a blanc ut die 19 3 DGA DIT IMD 201 2 l Introduction 1 Purpose of the base Resolution Res 2001 6 stemmed
18. of Europe staff who may search for and consult the rules governing access to Council of Europe documents 2 The Council of Europe s Archive Correspondents who log the rules of access and declassification and keep the database up to date for the entities they look after 3 The database administrators who manage the base and ensure that it functions correctly and is properly used 4 Connecting to the base The Transparency database uses a Web interface To access it click on the link http www dit coe int Transparency 4 DGA DIT IMD 201 2 Il Instructions 1 Consulting the base Anyone whatever the user group may use the search and consultation functionalities 1 1 Searching for and consulting a rule EXPLANATIONS Click on the Search tab and set the You have various options when searching for an access search parameters rule full text search this database search tool is not quite the same as a real full text search engine Type in unique character strings and avoid using special characters search by entities the drop down list shows a hierarchical organisation of the entities You may include sub entities in the search results and also closed entities Closed entities are entities that used to exist at the Council of Europe search by series where applicable Click on the Search button Click on the title of the rule or the icon to the right of the title to obtain the details for the rule 1 2 G
19. ormation is provided in the user manual in French only prepared by the database developer This manual has an internal access level
20. ty report gives the administrator an overview of all actions modifying system data the access level report shows the amount of documents covered by a classification level the links report shows all access rules using the same source document Select the different criteria to be included in the report Click on the Generate button The report is displayed at the bottom of the page Select the export format and click on the This functionality provides you with a printable version Export link of the report You may choose between non modifiable PDF format and modifiable Word format 3 13 Closing the session Click on the Disconnection tab 17 DGA DIT IMD 2012 Ill Appendices 1 Example of a rule FR Help Transparency Database on Document Access and Declassification COUNCIL CONSEIL Home Search Reports Connection _OF EUROPE DELEUROPE Access rule General information Entity Committee of Ministers CM Name of rule text Report on the implementation of Resolution Res 2000 2 on the Council of Europe s information strategy CM Del Dec 2000 735 item 1 5a Link http 128 121 10 98 coe pdfopener smd 1 amp md 1 amp did 794681 Annotation The policy of access to Committee of Ministers documents in force since 1st January 2001 introduces classification periods according to the documents classification levels Restricted confidential and secret documents are respectively declassified 1 year 10 years
21. u aux documents internes Selon la r solution Res 2001 6 Les documents officiels sont les documents des diff rents organes instances et comit s du Conseil de l Europe Les documents internes sont les documents qui ne sont pas officiels Ils incluent les correspondances recues ou chang es avec l ext rieur Document category Indicate whether the rule or text applies to official documents or internal documents Under the terms of Resolution Res 2001 6 Official documents are the documents of the various Council of Europe organs bodies and committees internal documents are documents which are not official They include correspondence sent to or received from the outside DGA DIT IMD 2012 S rie de documents Identifier l ensemble des documents r gis par une r gle d acc s sp cifique Document series Identify all the documents governed by a specific access rule Lien vers la s rie Series link Si la s rie existe sur Internet If the series exists on Internet Intitul du lien Link name Niveau de classification d acc s Le niveau de classification d acc s d termine le droit d acc s en lecture accord un groupe de personnes pour un document ou une s rie de documents donn s Choisir parmi les 5 niveaux suivants public s applique aux documents non classifi s diffusion publique restreint s applique aux documents diffus s aux gouvernements membr
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