How to keep my own record of a request

20/05/2009

(See <Bulletin 2> for a version with images)

Whenever we access a consultation (via the different options displayed in the “Display Requests” menu) we can view (in the ‘General Summary’ tab) details of the intervening authorities, questions asked and answers provided as well as a lot of other information, but there is also a second tab (“Request Processing”) which may be accessed to view the record of the steps followed by a request.
Each of the phase changes within the procedure followed for said consultation may be viewed in this tab, with details of the date they occurred and the authority and person responsible for the step in question, as well as any accompanying comments. 
 
In addition to on-screen consultations, the “Print Report” option (which may be selected at any moment during the procedure) will enable this type of information to be included in a written report (a word text file is created, which we can save or print if we want to keep a hard copy). As it is a typical format (word file), we can also copy and paste, if necessary, into any other report that we wish to prepare.  
 
Creating a partial or full report (presumably without personal data) on closing a consultation is one way of keeping a copy of the consultation (including its record) in our own records (either on paper or electronically) for internal purposes.
 
You are reminded that personal data protection obligations continue to exist when the data is taken from the IMI system, so legal obligations on data protection should be taken into account when saving and/or handling data.