Taotlus

AIG(2025) 10 7 November 2025 Council of Europe Access Info Group (AIG) Council of Europe Convention on Access to Official Documents (CETS No.205) T hematic monitoring on document management and preservation Q uestionnaire to the Parties to the Convention I ntroduction The Council of Europe Access Info Group (the AIG ) has completed its baseline evaluation of the implementation of the Council of Europe Convention on Access to Official Documents (CETS No.205, the Convention) by 15 Parties. It has also published its opinion on the definition of “official documents” according to Article 1, paragraph 2, sub-paragraph b, of the Convention . The AIG now continues its monitoring of the implementation of the Convention based on Article 11, paragraph 1, of the Convention. With this questionnaire, the AIG will collect information for the purpose of monitoring the issue of document management and preservation. The efficient management of documents held by public authorities (see definition in Article 1, paragraph 2, sub-paragraph a, of the Convention) and the application of clear and established rules for the ir preservation ensures that documents are availab le and easily accessib le . The AIG will, therefore, examine based on Article 9, paragraphs c and d, of the Convention, the issue of management and preservation of official documents. Pursuant to Article 11, paragraph 2, of the Convention, and Rule 30.1 of its Rules of Procedure, the AIG will also invite non-governmental organisations to provide relevant information . The reply to this questionnaire , along with any supporting documentation, should be submitted in one of the official Council of Europe languages (English or French). Questions How is management , preservation and archiving of documents by public authorities regulated ? Please provide an official translation of the relevant regulation s in one of the Council of Europe languages (English or French). Are all documents held by a public authority registered? If so, what information about the documents is put on the register? Who is responsible for the registration? At which point does registration take place? Are there any exceptions applied to the requirements for registration of documents based on the ir content ? Are there some instructions or policies in place as regards registration of correspondence sent directly to/from a public official? Are the registers of official documents public? Are electronic messages (emails, SMS messages, etc) treated in the same way as physical documents? Do public authorities use a common system for registering documents, or does each public authority use its own system for registration? What criteria do public authorities apply for storing official documents? For example, in what format and where documents are stored? What criteria do public authorities apply for the retention of documents and w hat retention periods are applied ? What criteria do public authorities apply for transferring documents to archives? What criteria do public authorities apply for eliminating /destroying documents? Please describe case-law and/or practice which exist as regards document management and preservation (from courts, ombudsmen, information commissioners, etc). Statistikaamet Meie 12.12.2025 nr 11-3.1/5180-3 [email protected] Sisendi kogumine Euroopa Nõukogu ametlikele dokumentidele juurdepääsu eksperdirühma küsimustikule dokumentide haldamise ja säilitamise kohta Lugupeetud teabevaldajad Justiits- ja Digiministeerium edastas ministeeriumidele Euroopa Nõukogu ametlikele dokumentidele juurdepääsu eksperdirühma küsimustiku, mis käsitleb dokumentide haldamist ja säilitamist. Justiits- ja Digiministeeriumi saadetud kirjadega saate tutvuda avaliku dokumendiregistri vahendusel:  01.12.2025 kiri nr 11-3.1/5180-1 - https://adr.rik.ee/ram/dokument/18187068  05.12.2025 kiri nr 11-3.1/5180-2 (täiendav pöördumine) - https://adr.rik.ee/ram/dokument/18203093 Küsimustiku täitmist oodatakse nii ministeeriumi valitsemisala asutustelt kui ka AvTS § 5 lõike 1 punktis 3 ning lõikes 3 nimetatud ettevõtjatelt, kes täidavad avalikku ülesannet või on võrdustatud teabevaldajatega teatud teabe osas. Ametlike dokumentide all ei mõelda siin üksnes dokumendihaldussüsteemis registreeritavaid dokumente. Euroopa Nõukogu konventsiooni artikli 1 lõike 1 punkti b kohaselt on ametlikud dokumendid ükskõik millises vormis salvestatud teave, mille on koostanud või vastu võtnud ning mida valdavad avaliku võimu kandjad. Seega puudutab küsimustik kogu avaliku teabe registreerimist ja säilitamist asutuses, mitte ainult dokumendiregistris registreeritavat. Kui teie asutus on mõne andmekogu vastutav töötleja, kus töödeldakse asutuse avalike ülesannete täitmisel loodud / saadud avalikku teavet, palume ka selle info välja tuua koos andmekogu pidamise volitusnormiga. Palume saata eestikeelsed vastused käesoleva kirja lisas esitatud küsimustikule teie asutuse vaatest Rahandusministeeriumi üldisele e-posti aadressile [email protected] 30. detsembriks 2025. Suur-Ameerika 1 / 10122 Tallinn / 611 3558 / [email protected] / www.rahandusministeerium.ee registrikood 70000272 Lugupidamisega (allkirjastatud digitaalselt) Kristo-Taavi Ruus osakonnajuhataja ühisosakond Lisa: Küsimustik_AIG(2025)10_EN Kärt Allert 626 9307 [email protected] 2 Lisaadressaadid: Maksu- ja Tolliamet Rahandusministeeriumi Infotehnoloogiakeskus Rahapesu Andmebüroo Riigi Tugiteenuste Keskus AS Eesti Energia AS Eesti Loto Riigi Kinnisvara AS Levira AS Tagatisfond Audiitorkogu 3