Recruitment files for officials at the JRC - Commission

Opinion of 9 October 2008 on the notification for prior checking regarding the "Management of recruitment files for officials at the JRC (transfers and laureates of open competitions)" (Case 2008-140)

The processing concerns the constitution and management of recruitment files for officials (transfers and laureates of open competitions). The recruitment files collect all the information needed in order to start, process and finalize the recruitment procedure, which, at different stages, involve DG JRC Institutes/Directorates (Management Support Units (MSUs) and scientific staff), the other DGs of the Commission in case of transfers, the Human Resources Unit of the Resource Management Directorate and the candidates concerned.

The EDPS made recommendations in particular relating to data quality (in particular replace the collection of certificates of good conduct by other tools that only demonstrate the prior criminal behaviour by carrying out a case by case analysis of the content of the national extracts of the police register, so as to collect only relevant data in the light of the Staff Regulation requirements), data retention period, data transfer, rights of access and rectification (have access to their file, including the assessment notes concerning them drafted by the panel members) and information to data subjects (in particular mention of medical services and security services as recipients).