Public Documents Registration of authorities in IMI Guide for Access managers

Transcription

1 Public Dcuments Registratin f authrities in IMI Guide fr Access managers 6th August 2018 Versin 2

2 PUBLIC DOCUMENTS -REGISTRATION GUIDE Dcument revisins Date Versin number Dcument changes 29/06/ First draft 11/07/ First revisin 31/07/ Final revisin fr the launch 03/08/ Cmpleted final versin 06/08/ Cntent review Public Dcuments Registratin Guide ii

3 PUBLIC DOCUMENTS -REGISTRATION GUIDE Table f Cntents 1 Intrductin Scpe and purpse Legal Backgrund The IMI System Access managers in IMI Wh can set up / register authrities and users in IMI? Hw can NIMICs nminate new Access managers? Hw t check if an authrity has Access manager rle? Registering / setting up new authrities Which authrities shuld be registered first? Overview f the steps fr setting up new IMI authrities Registering users and user management Registering additinal users Usernames, temprary passwrds and first lgin t IMI Editing and deleting registered users, resetting passwrds After the Registratin Updating the data f registered authrities Suspending accesses and deactivating a registered authrity Further supprt Annex I Registratin frms Public Dcuments Registratin Guide iii

4 Intrductin 1 Intrductin 1.1 Scpe and purpse This dcument is drafted fr Natinal IMI Crdinatrs and IMI Access managers, wh are respnsible fr the registratin f authrities in the area f Public Dcuments. It explains hw t: set up r register the crdinatrs and authrities respnsible fr the Public Dcuments in the Internal Market Infrmatin (IMI) System grant access t the fllwing mdules within the IMI System: Public Dcuments - Repsitries (mdels f dcuments and samples f frged dcuments) Public Dcuments - Request fr infrmatin (cncerning the authenticity f dcuments) 1.2 Legal Backgrund The Regulatin (EU) 2016/1191, n prmting the free mvement f citizens by simplifying the requirements fr presenting certain public dcuments in the Eurpean Unin, establishes that Member States must be able t check samples f the public dcuments t cmpare them t the cpies they receive and assess their authenticity. In case f dubts, with regards t the authenticity f dcuments, authrities t whm a public dcument is presented shuld be able t send a request t verify the authenticity t the issuing Member State and its authrities. T allw this, tw mdules are available in IMI: Public Dcuments - Repsitries (mdels f dcuments and samples f frged dcuments) Public Dcuments - Request fr infrmatin (cncerning the authenticity f dcuments) 1.3 The IMI System The Internal Market Infrmatin (IMI) System is a secure, multilingual nline infrmatin exchange tl. It was develped t facilitate the exchange f infrmatin between public administratins acrss the EEA and the Eurpean Institutins and Bdies invlved in the practical implementatin f EU law. Fr mre infrmatin n terminlgy and use f the IMI System (lgin, search, translatin and reprt generatin features, supprt etc), please refer t the IMI User Handbk available n the IMI website: Public Dcuments Registratin Guide 4

5 Access managers in IMI 2 Access managers in IMI 2.1 Wh can set up / register authrities and users in IMI? The tasks described in this dcument can nly be carried ut by IMI users wh have Administratr right and whse authrity is assigned the Access manager rle in the IMI System. By default all authrities, which are Natinal IMI Crdinatrs (NIMICs), have been assigned the Access manager rle. In additin, several Member States have nminated special Access managers, wh are respnsible fr registering and setting up authrities in a given legal area r fr a given gegraphical territry. In Rmania, fr example, the Ministry f Educatin was given the Access manager rle t manage authrities and users in the area f prfessinal qualificatins. Cuntries with a strng reginal and federal administrative structure, like Spain r Germany, nminated Access managers fr each autnmus cmmunity/federal state. With regards t registering/setting up IMI authrities in the area f Public Dcument, Natinal IMI Crdinatrs (NIMICs) may decide t take care f the administrative tasks themselves r t nminate anther IMI authrity as an Access manager and delegate the respnsibilities fr setting up authrities t this latter. 2.2 Hw can NIMICs nminate new Access managers? If a NIMIC wuld like t nminate a new Access manager in IMI, first he/she needs t identify the authrity in the system. If the future Access manager is nt yet registered in IMI, the NIMIC needs t register it. Once the future Access manager is identified in IMI, the NIMIC has t cntact the IMI Helpdesk and ask the EC services t assign the Access manager rle t the identified authrity, with a shrt explanatin f why the given authrity shuld be an Access manager and which authrities it is expected t manage in future. The IMI Helpdesk takes care f the technical assignment f the Access manager rle as sn as pssible (usually n mre than a day); in case f questins the IMI Helpdesk cntacts the NIMIC wh nminated the Access manager. The Access manager rle in IMI is a purely administrative rle fr authrities. It shuld nly be assigned t thse cmpetent authrities wh will supprt ther authrities and users, will take care f administrative tasks like passwrd resets and wh will be respnsible fr registering and setting up ther authrities in their area f cmpetence. On the cntrary, authrities wh will nly supervise the infrmatin exchanges f ther authrities and will nly need t mnitr the use f IMI in the area f public dcuments d nt need t be assigned an Access manager rle, unless they are als taking care f the registratin f authrities! The Access manager rle is assigned t authrities and nt t IMI users. Users wh need t carry ut tasks related t the management f ther authrities and users a) must be registered fr an authrity that has the Access manager rle and b) must be assigned an Administratr rle. Users wh belng t an IMI Access manager and are nt respnsible fr authrity and user administratin in the system shuld nt have administratr rights. Public Dcuments Registratin Guide 5

6 Access managers in IMI 2.3 Hw t check if an authrity has Access manager rle? The authrities that have the Access manager can be easily checked via the authrity search in IMI, i.e. via the Authrities/Search r the Administratin/Managed authrities menu ptin. Bth searches include the Authrity rle criterin, where Access manager can be selected as a rle. Nte that the latter menu ptin is nly available t thse users f the IMI Access managers, wh have administratr rights. Yu can easily verify if yu have the right t manage ther IMI authrities and users (I.e. if yur authrity has the Access manager rle and if yu have Administratr rights): 1. If yur menu includes the Administratin ptin that means that yu have Administratr rights. 2. If under the Administratin menu ptin yu can find the Managed authrities and the Register new authrity sub-items, that means that yur authrity is an Access manager and yu can manage ther authrities and users. Public Dcuments Registratin Guide 6

7 Registering / setting up new authrities 3 Registering / setting up new authrities 3.1 Which authrities shuld be registered first? (1) In the area f Public Dcuments it is imprtant t first set up / register the Central authrity f Member States, r in case there are multiple nes the Central authrities f the cuntry. Based n Art. 15 f Regulatin EU 2016/1191, MS have t designate at least ne central authrity and as per Art 22 (1) pint (a) f the Regulatin MS shall cmmunicate which is their central authrity (r which are their central authrities) tgether with the relevant cntact details. The registratin f central authrities in IMI itself is understd as the cmmunicatin f the central authrities and their cntact details. I.e. by registering the central authrities in the IMI System, Member States clearly cmply with this bligatin. (2) After registering / setting up the central authrities, as a secnd step Member States shuld prceed with setting up thse authrities (if in additin t the central authrity(ies) there wuld be any) that will have a mnitring / supervisry r apprval rle in the area f Public Dcuments. (3) Once the central authrities and the additinal supervisry authrities are set up, registratin shuld cntinue with setting up additinal authrities that are/will be respnsible fr uplading mdels f public dcuments and annymised samples f frged dcuments t the IMI repsitries. I.e. the IMI repsitry mdule is made available as f August 2018 and during the first implementatin phase the repsitries need t be sufficiently ppulated with infrmatin t avid any unnecessary requests fr infrmatin at a later stage. (4) The registratin f further authrities afterwards can and shuld take place in a gradual apprach where, cnsidering the needs f their authrities, Member States IMI Access managers ensure that the authrities that will need t regularly use IMI fr checking the authenticity f public dcuments get their access t the system. Cnsidering that, depending n the cuntries administrative structure, ptentially a very large number f authrities will need t be registered / set up in IMI, Member States might als pt fr: a need-based IMI registratin prcess where cmpetent authrities, which are expected t be ccasinal users, nly get registered when a cncrete need t check a freign public dcument arise. a set-up where the central authrity(ies) in at least in the initial implementatin phase will act in IMI n behalf f ther authrities that are expected t check freign public dcuments nly ccasinally. (Nte that this latter ptin might nt be pssible due t natinal legal acts, i.e. in sme MS authrities might nt at all be allwed t act n behalf f ther authrities.) Public Dcuments Registratin Guide 7

8 Registering / setting up new authrities 3.2 Overview f the steps fr setting up new IMI authrities Access Manager START Check if the Authrity is registered in IMI YES Authrity already registered in IMI? NO Register the Authrity Grant access t Public Dcuments mdules END STEP 1 - Checking if the Authrity is registered in IMI When yu start t set up authrities in IMI, yu will first need t check whether the authrity is already registered in the system. This step is f utmst imprtance in the area f Public Dcuments, where several Member States have planned t register a very high number f cmpetent authrities, including municipalities, lcal and reginal gvernment ffices. In many cuntries, such authrities have already been registered fr ther IMI mdules, in particular in the area f Services and Public prcurement. T check whether authrities have r have nt been previusly registered in IMI: Public Dcuments Registratin Guide 8

9 1. Click the Administratin menu ptin n the left, then Managed authrities: Registering / setting up new authrities 2. In the My authrities nly search criteria, select N Yu may use sme additinal search criteria, e.g. (recmmended) r Authrity name field. Bth search criteria allw fr searching with a shrt string f characters, i.e. fr example in the e- mail address field it is sufficient t 3. Click Search n the tp right hand tlbar. 4. The list f the authrities matching yur criteria will appear: If yu find the authrity, it means that it is already registered in IMI: fllw the instructin frm STEP 3 Granting access t Public Dcuments mdules. If yu d nt find the authrity, it means that yu have t register a new authrity in IMI: fllw the instructins in the next step (STEP 2). The structure f authrities in IMI shall reflect reality, and in this sense cmpetent authrities shuld nt be registered multiple times in the system. In real life, physical authrities are single authrities (tw r mre cmpetent authrities d nt share exactly the same name), thus in IMI authrities shuld nly be registered nce. Duplicate registratin f authrities, by all means, shuld be avided. The IMI Helpdesk will remve (merge) duplicate authrities withut prir ntice, unless the Member State cncerned cnsulted the Helpdesk befrehand and justified the need fr re-registering a cmpetent authrity. In general, yu never need t create duplicate authrities: the flexibility f IMI allws users in the same authrity t have access rights fr different mdules, i.e. ne user may have access t Public dcuments mdules, while anther t the mdules related t the Services Directive r t Infrmatin Request in the area f Prfessinal Qualificatins. Public Dcuments Registratin Guide 9

10 Registering / setting up new authrities STEP 2 Registering a New Authrity in IMI If the authrity is nt yet registered in IMI, yu will have t d it nw. T d s: 1. Click the Administratin menu ptin n the left, then Register new authrity: 2. Yu are nw in the Authrity tab. Yu shuld see the fllwing screen, where infrmatin is displayed n 3 pages: Fill in the data f the authrity, then click n Next n the tp right hand tlbar. Shuld yu need t cllect infrmatin frm the authrities fr their registratin, cnsider using frms prvided in the annex f this dcument (English nly). 3. Yu are nw in the Classificatin tab, where yu can select ne r mre keywrds frm the fllwing lists: Gegraphical cverage Authrity type Make sure that yu select at least ne keywrd frm any f the lists, e.g. the gegraphical cverage list. Click n Next n the tp right hand tlbar. 4. Yu are nw in the Default user tab. Fill in the details f a user t be registered, then click n Finish n the tp right hand tlbar. Public Dcuments Registratin Guide 10

11 Registering / setting up new authrities When filling in the details f the user, the system will generate a username autmatically. If yu d nt like the system generated username yu can change it. The system will allw yu t save the updated username, unless there is already an IMI user wh has the same username. The registered user will receive an abut the registratin and in 24 hurs he/will receive a secnd that will include his/her temprary passwrd. Nte that yu need t cmmunicate the username t the user utside IMI, since fr security reasns it is nt included in the autmatic s. Fr further details cncerning the registratin f users see sectin 4.1 f this dcument Nte that the address f the user has t be unique, i.e. yu cannt register any user with an address that is already recrded in IMI. Fr security and data prtectin reasns, the address registered fr a user must be the user s prfessinal persnal address and shuld nt be the address f any shared r functinal mailbx. It is recmmended t have easy-t-remember usernames. IMI Users may wish t have the same username that they have in ther IT Systems r fr ther IT applicatins used in their ffice. Shuld this be the case they can reuse their username as lng as that has nt been assigned yet t anther IMI user. The new authrity is nw registered in the system. The system will nw remind yu t grant t the authrity access t the relevant IMI mdules (administrative prcedures, in which the authrity will be invlved). T d s, refer t the next step STEP 3 Granting access t Public Dcuments mdules Depending n the respnsibilities f the authrity yu are setting up in IMI, yu may wish t grant access t nly ne r bth f the Public Dcuments mdules: Public Dcuments - Repsitries (mdels f dcuments and samples f frged dcuments) Public Dcuments - Request fr infrmatin (cncerning the authenticity f dcuments) If necessary and relevant, Access managers can als grant these accesses t their wn authrity. This culd be useful e.g. if a NIMIC wuld be invlved in future in clsely mnitring the MS s activity in these mdules. Shuld they wish t d s, they need t pen their authrity s details thrugh the Administratin menu ptin. The simplest way t pen the details is t select the My authrity sub menu item, but it is als pssible via the Managed authrities search (as described in sectin 3.1). Fr instructins n hw t grant access see the fllwing sectins. Public Dcuments Registratin Guide 11

12 Registering / setting up new authrities Granting access t the Public dcuments repsitry 1. G t the Mdules (4 th ) tab f the authrity details. If yu have just cmpleted the registratin f a new authrity, IMI will autmatically take yu there and yu will see the list f mdules empty. If yu are granting access t a previusly registered authrity, yu will see the list f mdules t which the authrity already has access. 2. Click n Grant new access n the tp right hand tlbar 3. In the pp-up windw select: Mdule: Public Dcuments - Repsitries (mdels f dcuments ) Rle: Authrity (fr the repsitry mdule nly this rle is available) 4. Click Cnfirm. 5. Yu are nw n a page, where yu have t select ne r mre keywrds in the Classificatin sectin that describe the cmpetencies/respnsibilities f the authrity in this mdule. The selected keywrds will be used in the authrity searches. The keywrds available fr selectin are: Central authrity Verificatin f authenticity f public dcuments Uplading mdels f dcuments t the repsitry Uplading samples f frged dcuments t the repsitry In case f the Central authrity(ies) f yur Member States yu must select the Central authrity in the classificatin sectin. enter an address in the Functinal field. In this field yu shuld enter the address f a functinal mailbx t which any repsitry related s shuld be sent. Fr this mdule nly a limited number f autmatic s will Public Dcuments Registratin Guide 12

13 Registering / setting up new authrities be sent, mainly when new versins f a repsitry entry are activated. If the authrity des nt have a functinal address r if fr any reasn yu wish t d s, yu may als enter the e- mail address f a user in the field. The address in this field des nt need t be unique, any previusly recrded address can be reused. 6. Click n Save n the tp right hand tlbar Granting access t the Public dcuments Public Dcuments - Request fr infrmatin (cncerning the authenticity ) Fr this mdule, it is imprtant that yu first grant access t thse authrities which shuld have a mnitring / supervisry r apprval rle fr the exchanges f infrmatin cncerning the authenticity f Public Dcuments. These authrities will need t have a Crdinatr rle fr the mdule. In case yu wuld like all yur authrities t exchange infrmatin withut any srt f supervisin, they shuld all have a crdinatr rle fr this mdule. Yu shuld prceed with granting access t the supervised/mnitred authrities nly after setting up the crdinatrs f this mdule. The fllwing sectins will explain hw t d s. In the exceptinal case when a Member State nly registers ne authrity (the Central authrity as per the regulatin) fr the area f Public Dcuments, that authrity must be assigned a crdinatr rle. Fr the infrmatin request mdule, Member States must have at least ne authrity registered with a crdinatr rle. Nte that the frm t exchange infrmatin cncerning the authenticity f dcuments will nly be active in IMI as f 16 th February 2019 (as f when, accrding t the Regulatin, authrities shuld start exchanging infrmatin). Prir t this date, IMI is nly pen fr setting up/registering authrities fr the mdule. Public Dcuments Registratin Guide 13

14 Registering / setting up new authrities A) Granting access with a Crdinatr rle Crdinatrs are will be able t d everything in IMI that an "Authrity" can d. I.e. If an authrity will be acting bth as a crdinatr and as an authrity in IMI, it nly needs t be set up nce with a crdinatr rle. IMI authrities that are assigned a crdinatr rle fr the request mdule can mnitr and, if needed, supervise the requests f thse authrities t which they are linked. 1. Stay n/g t the Mdules (4th) tab f the authrity details. 2. Click n Grant new access n the tp right hand tlbar 3. In the pp-up windw select: Mdule: Public Dcuments - Request fr infrmatin (cncerning the authenticity ) Rle: Crdinatr 4. Click Cnfirm. 5. Yu are nw n a page, where yu have t: select ne r mre keywrds in the Classificatin sectin that describe the cmpetencies/respnsibilities f the authrity in this mdule. The selected keywrds will be used in the authrity searches. The keywrds available fr selectin are: Central authrity Respnsible fr transmissin f requests Verificatin f authenticity f public dcuments Crdinatin f incming requests Crdinatin f utging requests Sending requests t verify the authenticity f dcuments Respnding t requests cncerning the authenticity f dcuments In case f the Central authrity(ies) f yur Member States, yu must select the Central authrity in the classificatin sectin. In additin, if yur MS has multiple central authrities yu shuld select Respnsible fr transmissin f requests as a keywrd fr the central authrity that will have this respnsibility. Public Dcuments Registratin Guide 14

15 Registering / setting up new authrities custmize the settings fr the crdinatr accrding t yur needs (nte that yu may nt need t change any f the default settings): Setting Optins Effect Remarks Des the Crdinatr participate in the referral prcess? Yes N In case f a disagreement between the sender and recipient f the request the crdinatr will be able t give its pinin In case f a disagreement between the sender and recipient f the request the crdinatr will nt be able t give its pinin Default setting - Des the Crdinatr wish t apprve Cmpetent Authrity requests befre they are sent? Yes N When a linked authrity sends a request, the Crdinatr will have t apprve the request befre it gets sent t the recipient in the ther MS. The crdinatr will nt need t apprve requests f thse authrities that are nt subject t apprval. The crdinatr will never be invlved in apprving requests f ther authrities. Fr the authrities that shuld send requests nly with their crdinatr s apprval, the Subject t apprval flag has t be set t Yes. Default setting Des the Crdinatr wish t apprve Cmpetent Authrity replies befre they are sent? Yes N When a linked authrity respnds t a request, the Crdinatr will have t apprve the reply befre it gets sent t the ther MS. The crdinatr will nt need t apprve replies f thse authrities that are nt subject t apprval. The crdinatr will never be invlved in apprving replies f ther authrities. Fr the authrities that shuld nly respnd t requests with their crdinatr s apprval, the Subject t apprval flag has t be set t Yes. Default setting enter an address in the Functinal field. In this field yu shuld enter the address f a functinal mailbx t which any repsitry related s shuld be sent. Fr this mdule nly a limited number f autmatic s will be sent, mainly when new versins f a repsitry entry are activated. If the authrity des nt have a functinal address r if fr any reasn yu wish t d s, yu may als enter the e- mail address f a user in the field. The address in this field des nt need t be unique; any previusly recrded address can be reused. 6. Click n Save n the tp right hand tlbar. Public Dcuments Registratin Guide 15

16 Registering / setting up new authrities B) Granting access with an Authrity rle 1. Stay n/g t the Mdules (4th) tab f the authrity details. 2. Click n Grant new access n the tp right hand tlbar 3. In the pp-up windw select: Mdule: Public Dcuments - Request fr infrmatin (cncerning the authenticity ) Rle: Authrity 4. Click Cnfirm. 5. Yu are nw n a page, where yu have t: select ne r mre keywrds in the Classificatin sectin that describe the cmpetencies/respnsibilities f the authrity in this mdule. The selected keywrds will be used in the authrity searches. The keywrds available fr selectin are: Central authrity Respnsible fr transmissin f requests Verificatin f authenticity f public dcuments Crdinatin f incming requests Crdinatin f utging requests Sending requests t verify the authenticity f dcuments Respnding t requests cncerning the authenticity f dcuments Public Dcuments Registratin Guide 16

17 Registering / setting up new authrities custmize the settings fr the authrity accrding t yur needs (nte that yu may nt need t change any f the default settings): Setting Optins Effect Remarks Is this Authrity subject t apprval by the Crdinatr befre sending request and replies? Yes N When the authrity sends a request r a reply, the Crdinatr will have t apprve it befre it reaches the intended recipient. The authrity des nt need it s crdinatr s apprval neither fr sending requests nr fr respnding t received requests Fr this setting t wrk, the crdinatrs have t set the Apprve request/apprve replies flags t Yes Default setting Is this Authrity exceptinally allwed t refuse requests n behalf f its Member State? Yes N The Authrity is allwed t refuse incming requests n behalf f its Member State The authrity needs t accept the incming requests and then respnd t it. When replying it can bviusly indicate if infrmatin is nt available r the authenticity f a dcument fr any reasn culd nt be verified. The intentin t refuse requests needs t be cmmunicated t the IMI Helpdesk via the NIMIC Default setting Yes The authrity can be cntacted directly by authrities f ther Member States (i.e. can receive incming requests) Default setting Is this authrity allwed t accept incming requests? N The authrity cannt receive requests directly frm ther Member States. It can nly receive requests frwarded by anther authrity f its wn cuntry, e.g. by the central authrity, This setting shuld be set t N, if MS wuld like t centralise incming requests. Nte that thse authrities wh have a crdinatr rle fr this mdule will always be able t receive requests frm ther cuntries enter an address in the Functinal field. In this field yu shuld enter the address f a functinal mailbx t which any repsitry related s shuld be sent. Fr this mdule nly a limited number f autmatic s will be sent, mainly when new versins f a repsitry entry are activated. If the authrity des nt have a functinal address r if fr any reasn yu wish t d s, yu may als enter the e- mail address f a user in the field. The address in this field des nt need t be unique; any previusly recrded address can be reused. Public Dcuments Registratin Guide 17

18 Registering / setting up new authrities 6. Nw yu have t select the Linked Crdinatr fr the authrity. Click n the Search buttn in the linked crdinatrs bx f the settings sectin (bx belw the Functinal field): 7. Yu can use the general criteria in the Authrity search panel t find the authrity that will act as crdinatr, but since it is unlikely that there will be many crdinatrs in the mdule, yu d nt necessarily need t set any criteria, but simply click n Search in the pp-up: 8. In the results list, select the crdinatr(s) that shuld be supervising/mnitring r, if an active apprval prcess is in place, apprve the authrities requests in the mdule, and click Select: 9. The authrity has been added as Linked Crdinatr. Click n Save n the tp right hand tlbar. Public Dcuments Registratin Guide 18

19 Registering users and user management 4 Registering users and user management When registering a new authrity yu always need t register ne user as part f the registratin prcess (see Pint 4 in Sectin 3.2.2). This user by default will receive an Administratr right fr his/her wn authrity s data and users and all basic rles fr the mdules t which yu have granted access after the registratin. 4.1 Registering additinal users 1. G t the Users tab f the registered authrity t see the existing user(s) f the authrity 2. Register additinal users by clicking n Add user. When filling in the details f the user, the system will generate a username autmatically. If yu d nt like the system generated username yu can change it. The system will allw yu t save the updated username, unless there is already an IMI user wh has the same username. The registered user will receive an abut the registratin and in 24 hurs he/will receive a secnd that will include his/her temprary passwrd. Nte that yu need t cmmunicate the username t the user utside IMI, since fr security reasns it is nt included in the autmatic s. Nte that the address f the user has t be unique, i.e. yu cannt register any user with an address that is already recrded in IMI. Fr security and data prtectin reasns, the address registered fr a user must be the user s prfessinal persnal address and shuld nt be the address f any shared r functinal mailbx. It is recmmended t have easy-t-remember usernames. IMI Users may wish t have the same username that they have in ther IT Systems r fr ther IT applicatins used in their ffice. Shuld this be the case they can reuse their username as lng as that has nt been assigned yet t anther IMI user. In the Rles bx f the page yu can select the rles/rights that the new user shuld have: Administratr rights, which will allw him/her t manage the data and the user f his/her wn authrity, including resetting passwrds fr his/her clleagues. If an authrity has a large number f users, the Administratr rle shuld nt be given t all users, but nly t selected nes. Handler rights, i.e. he can create repsitry entries r deal with requests nly Viewer rights in a mdule, i.e. he/she will nly be able t see the repsitries and requests If the authrity has a crdinatr rle fr the infrmatin request mdule, a user may als be given: Apprver rights, i.e. will be respnsible fr mnitring/supervising and in case f an activated apprval prcess apprve requests and replies It is pssible t give users rights fr sme mdules nly and nt fr all f them, e.g. t decide that nly sme users will be allwed t deal with requests. Nte that at least ne user in the authrity will need t have: Public Dcuments Registratin Guide 19

20 Administratr rle Handler rle In case f crdinatrs f the request mdule: Apprver rle It is nt mandatry t have viewers Registering users and user management If yu were granting access t a previusly registered authrity, the users wh had Administratr right in that authrity autmatically receive user rles fr the new mdules. Shuld yu wish t remve their rights fr the Public Dcuments mdule, please Edit their details (See fllwing sectin). 4.2 Usernames, temprary passwrds and first lgin t IMI Usernames fr all users must be cmmunicated utside the system. Usernames are nt included in any autmatic sent frm IMI. Temprary passwrds fr newly registered users are sent 24 hurs after their registratin. Temprary passwrds in case f passwrd reset are sent ut by the system with n mre than 15 minutes delay If, fr any reasn, a newly registered user needs t urgently lg nt IMI, his/her passwrd can be reset immediately after registratin. In this case, a temprary passwrd will arrive in 15 minutes. Nte that in this case the 24 hurs delayed with the first temprary passwrd shuld be simply ignred. With the username and the temprary passwrd users will be able t lgn t IMI. When first lgging n, they will have t set their persnal passwrd and 12 digit security cde. Users shuld cnsider the fllwing recmmendatins: When lgging n with a temprary passwrd, it is imprtant t enter the username and the temprary passwrd manually, even if the fields n the lgin screen are prefilled. If then the brwser asks if yu wuld like it t stre yur passwrd yu have t answer NO. Users first have t cmplete the lgn prcess with the temprary passwrd (set yur passwrd and security cde). If they wuld like the brwser t retain their passwrd, they have t lg ut and lgin nce again with the newly set passwrd. Again they shuld first enter the username and newly set passwrd manually. This time the brwser will ask again if they wuld like it t stre/remember the passwrd. This time the answer can be YES. The usernames, passwrds and security cdes in IMI are case sensitive, and yu always have t pay attentin t crrectly enter capital characters. It is strngly recmmended t enter temprary passwrds manually in rder t avid the unfrtunate mistake f cpying additinal characters in frnt f r after the passwrd. The temprary passwrds always cnsist f 2 capital letters + 4 small case characters + 2 numeric characters (I.e. the first tw letter are always capital letters this is imprtant as a capital O can easily be cnfused with a number 0 r a small case l can easily be cnfused with a capital I) The temprary passwrds can nly be used fr a ne-ff lgin. When lgging n with a temprary passwrd users need t set first a persnal passwrd and then a security cde fr themselves. (Fr ease f use yu may cnsider recmmending the setting up a simple security cde that still meets the rules these will be easy t enter fr subsequent lgins) Public Dcuments Registratin Guide 20

21 Registering users and user management 4.3 Editing and deleting registered users, resetting passwrds Users can be managed n the Users tab f the authrities, if the details f an authrity are pened frm the Administratin / Managed authrities menu ptin. An authrity s wn Administratr can als manage the users f his/her wn authrity n the Users tab, via the Administratin/My authrity menu ptin. The registered users f the authrity are displayed in a list. T manage a user, select the user in the list and click n Edit user if yu wuld like t mdify any detail r the rights f a registered user. Reset passwrd if yu wuld like t reset the passwrd f a user Delete user if yu wuld like t delete a registered user. (Users wh n lnger need access t IMI shuld be deleted frm the system withut any delay) Yu can als print the details f a registered user r exprt the list f users registered fr the authrity using the crrespnding buttns. Public Dcuments Registratin Guide 21

22 After the Registratin 5 After the Registratin 5.1 Updating the data f registered authrities T update the data f a registered authrity, Administratrs in Access Managers simply have t: pen the details f the authrity frm the Administratin / Managed authrities menu ptin n the first Authrity page, click n the Edit authrity buttn make the necessary changes and the click n Save. T update keywrds, settings r the functinal mailbx registered fr a mdule the same steps shuld be fllwed. After clicking n the Edit buttn n the first page yu shuld g t the Mdules tab. In the list f Mdules yu have t select the mdule fr which the data shuld be updated and then make the necessary change. 5.2 Suspending accesses and deactivating a registered authrity When an authrity n lnger needs t have access t an IMI mdule, the access can and shuld be suspended. This can be dne fllwing the steps belw: pen the details f the authrity frm the Administratin / Managed authrities menu ptin g t the Mdules tab and in the list f mdules select the ne t be suspended Click n the Suspend access buttn, justify the suspensin briefly and cnfirm Nte that yu may nt be able t suspend the access if e.g. the authrity is invlved in pen requests, is respnsible fr active repsitry entries r is a crdinatr f ther authrities. If the system des nt allw yu t suspend the access, please cntact the IMI Helpdesk fr supprt. When all accesses f an authrity are suspended, and if the authrity shuld n lnger have access t IMI, the authrity shuld be deactivated. The buttn t Deactivate an IMI authrity is available n the first authrity tab f the detailed view f the authrity. (Nte that the buttn is nt visible in Edit mde.). Yu can nly deactivate an authrity after yu have suspended all its accesses. After clicking n the Deactivate authrity buttn, yu will have t justify and cnfirm the actin in a pp-up windw. Yu may nt be able t deactivate an authrity if e.g. the authrity is invlved in pen requests, is respnsible fr active repsitry entries r is a crdinatr f ther authrities. If the system des nt allw yu t deactivate the authrity, please cntact the IMI Helpdesk fr supprt. Public Dcuments Registratin Guide 22

23 Further supprt 6 Further supprt Let us knw if we can be f any further assistance r if yu have any questins: NATIONAL IMI COORDINATORS: IMI WEBSITE: IMI HELPDESK: imi-helpdesk@ec.eurpa.eu Public Dcuments Registratin Guide 23

24 Annex I Registratin frms Annex I Registratin frms PUBLIC DOCUMENTS REPOSITORY & PUBLIC DOCUMENTS REQUEST FOR VERIFYING AUTHENTICITY OF DOCUMENTS REGISTRATION FORM - FOR NEW AUTHORITIES TO BE REGISTERED IN IMI - I. GENERAL INFORMATION ABOUT THE COMPETENT AUTHORITY* Official Authrity Name* (where it exists please prvide this in all the fficial languages f the Member State cncerned) Infrmal Title 1 * (t be translated fr ther Member States) Authrity descriptin* (Give a brief descriptin f yur authrity, its cmpetences and respnsibilities. This data will be translated fr ther Member States) Languages understd by the authrity's users II. CONTACT DETAILS OF THE AUTHORITY* Street* Pstcde* Twn* Regin/Area Cuntry* Telephne number* Fax number address* (Ensure that this is an address that will be regularly checked by yur authrity. It will be used fr imprtant cmmunicatin frm IMI t the authrity.) Web site address 1 The Infrmal title shuld cnvey the rle f the authrity in a clear and unambiguus manner t help ther users understand the nature f the authrity. It will be translated int all EU languages. Public Dcuments Registratin Guide 24

25 Annex I Registratin frms III. PLEASE INDICATE THE GEOGRAPHICAL COVERAGE AND THE TYPE OF THE AUTHORITY Natinal Reginal Lcal Cmpetent Authrity IMI Crdinatr with natinal respnsibility IMI Crdinatr with federal respnsibility IMI Crdinatr with reginal respnsibility IV. INFORMATION ABOUT THE FIRST USER TO BE REGISTERED IN THE AUTHORITY* First Name* Surname* Default language* address* Telephne number V. INFORMATION ABOUT ADDITIONAL USERS THAT SHOULD BE REGISTERED FOR THE AUTHORITY TO BE FILLED IN ONLY IF THE AUTHORITY ALREADY NOMINATED MORE THAN ONE USER First Name* Surname* Default language* address* Telephne number First Name* Surname* Default language* address* Telephne number VI. THE AUTHORITY'S ACCESS TO THE PUBLIC DOCUMENTS MODULES* Please select the IMI mdule t which the authrity shuld have access Public Dcuments - Repsitries (mdels f dcuments and samples f frged dcuments) Public Dcuments - Request fr infrmatin (cncerning the authenticity f dcuments) Please indicate the rle that shuld be assigned t the authrity fr requests in the Public dcuments Request fr verifying authenticity f dcuments mdule Authrity Crdinatr The Crdinatr rle shuld be assigned t authrities, which are respnsible fr mnitring requests in the area. If a MS nly has ne authrity respnsible fr this mdule it shuld be assigned a Crdinatr rle. Public Dcuments Registratin Guide 25

26 VII. RESPONSIBILITY(IES)/COMPETENCY(IES) OF THE AUTHORITY Annex I Registratin frms Please select the keywrd that describes best the respnsibility(ies) f the authrity* Public Dcuments - Repsitries (mdels f dcuments and samples f frged dcuments) mdule Central authrity Verificatin f authenticity f public dcuments Uplading mdels f dcuments t the repsitry Uplading samples f frged dcuments t the repsitry Public Dcuments - Request fr infrmatin (cncerning the authenticity f dcuments) mdule Central authrity Respnsible fr transmissin f requests Verificatin f authenticity f public dcuments Crdinatin f incming requests Crdinatin f utging requests Sending requests t verify the authenticity f dcuments Respnding t requests cncerning the authenticity f dcuments PLEASE NOTE THAT THE CLASSIFICATION OF THE AUTHORITY WITH THE ABOVE KEYWORDS WILL NOT HAVE ANY IMPACT ON THE HANDLING OF REQUESTS. THIS IS TO BE SEEN ONLY AS DESCRIPTIVE INFORMATION ABOUT THE AUTHORITY, WHICH CAN BE CHANGED AT ANY STAGE. THE OBJECTIVE OF THE CLASSIFICATION IS TO FACILITATE THE SEARCH AMONG AUTHORITIES IN IMI. Public Dcuments Registratin Guide 26

27 Annex I Registratin frms PUBLIC DOCUMENTS REPOSITORY & PUBLIC DOCUMENTS REQUEST FOR VERIFYING AUTHENTICITY OF DOCUMENTS REGISTRATION FORM - FOR AUTHORITIES ALREADY REGISTERED IN IMI I. GENERAL INFORMATION ABOUT THE COMPETENT AUTHORITY* Official Authrity Name (as it is registered in IMI) II. THE AUTHORITY'S ACCESS TO THE PUBLIC DOCUMENTS MODULES* Please select the IMI mdule t which the authrity shuld have access Public Dcuments - Repsitries (mdels f dcuments and samples f frged dcuments) Public Dcuments - Request fr infrmatin (cncerning the authenticity f dcuments) Please indicate the rle that shuld be assigned t the authrity fr requests in the Public dcuments Request fr verifying authenticity f dcuments mdule Authrity Crdinatr The Crdinatr rle shuld be assigned t authrities, which are respnsible fr mnitring requests in the area. If a MS nly has ne authrity respnsible fr this mdule it shuld be assigned a Crdinatr rle. III RESPONSIBILITY(IES)/COMPETENCY(IES) OF THE AUTHORITY Please select the keywrd that describes best the respnsibility(ies) f the authrity* Public Dcuments - Repsitries (mdels f dcuments and samples f frged dcuments) mdule Central authrity Verificatin f authenticity f public dcuments Uplading mdels f dcuments t the repsitry Uplading samples f frged dcuments t the repsitry Public Dcuments - Request fr infrmatin (cncerning the authenticity f dcuments) mdule Central authrity Respnsible fr transmissin f requests Verificatin f authenticity f public dcuments Crdinatin f incming requests Crdinatin f utging requests Public Dcuments Registratin Guide 27

28 Annex I Registratin frms Sending requests t verify the authenticity f dcuments Respnding t requests cncerning the authenticity f dcuments PLEASE NOTE THAT THE CLASSIFICATION OF THE AUTHORITY WITH THE ABOVE KEYWORDS WILL NOT HAVE ANY IMPACT ON THE HANDLING OF REQUESTS. THIS IS TO BE SEEN ONLY AS DESCRIPTIVE INFORMATION ABOUT THE AUTHORITY, WHICH CAN BE CHANGED AT ANY STAGE. THE OBJECTIVE OF THE CLASSIFICATION IS TO FACILITATE THE SEARCH AMONG AUTHORITIES IN IMI. IV. USERS WHO ARE ALREADY REGISTERED IN IMI AND WHO SHOULD HAVE ACCESS TO THE NEW MODULES: V. INFORMATION ABOUT ANY NEW USER(S) WHO SHOULD HAVE ACCESS TO THE MODULES IN IMI First Name* Surname* Default language* address* Telephne number First Name* Surname* Default language* address* Telephne number FOR ADDITIONAL USERS THE LAST SECTION IS TO BE REPEATED Public Dcuments Registratin Guide 28