European Union Agency for Railways

Register of Records Processing Activities

Title Reference Business Unit-Sector Last Update Attachment
Selection-Assignment of Trainees at ERA: Paid and Unpaid 1 Human Resources 09/09/2021 Record 1
Probationary Period and Career Development Review processes at ERA 3 Human Resources 09/09/2021 Record 3
e-HR - Human Resources central database 4 Human Resources 09/09/2021 Record 4
Health data 5 Human Resources 09/09/2021 Record 5
Selection and engagment of  TA  staff, Contract staff (procedure applied by analogy) & Seconded National Experts  6 Human Resources 09/09/2021 Record 6
Register Records  kept by the Data Protection Officer and Access to the Register of Records 7 Executive Director 20/05/2020 Record 7
Processing of Personal Data in the context of Registering Bank Account File and Legal Entity File 8 Finance and Procurement Unit 27/04/2020 Record 8
Processing of Personal Data in the context of ERA’s procurement procedures (tendering documents) and contract management 9 Finance and Procurement Unit 27/04/2020 Record 9
Processing of Personal Data in the context of Mission management (including travel order sent to the travel agency) 10 Finance and Procurement Unit 27/04/2020 Record 10
Salary payments process 11 Human Resources 09/09/2021 Record 11
Change Control Management tool for Telematics Applications for Passenger services / Telematics applications for freigth 12 Railway Systems Department 23/06/2020 Record 12
EUROPEAN CENTRALISED VIRTUAL VEHICLE REGISTER (ECVVR) 13 Analysis and Monitoring Unit 03/01/2020 Record 13
Communication of personal data of ERA staff to the Permanent Representations of the Member States to the EU (Perm Reps) and the French Ministry of Foreign Affairs (MoFA) 14 Human Resources 09/09/2021 Record 14
Access to the ERA's building in Valenciennes 15 ITFM 21/03/2023 Record 15
Leave Management  16 Human Resources 09/09/2021 Record 16
Management of Individual Rights  17 Human Resources 09/09/2021 Record 17
Personnel Files  18 Human Resources 09/09/2021 Record 18
EUROPEAN RAILWAY AGENCY DATABASE OF INTEROPERABILITY AND SAFETY (ERADIS) 21 Analysis and Monitoring Unit 13/09/2021 Record 21
Responses to questionnaires related to input needed for economic analysis and monitoring railway system 22 Analysis and Monitoring Unit 27/05/2020 Record 22
Training of ERA staff 23 Human Resources 09/09/2021 Record 23
Renewal of contract of employment of the ERA statutory staff 24 Human Resources 09/09/2021 Record 24
Reclassification of eligible temporary and contract agents at the ERA 25 Human Resources 09/09/2021 Record 25
Audio recordings of the Board meetings and Management Team meetings (Management Board, Executive Board) 26 Executive Office and Communication Unit 22/06/2020 Record 26
Measurement, Analysis and Improvement Process (including ex-ante review of all recruitment procedures/contracts) 27 Executive Director 19/06/2020 Record 27
E-mail system of the European Railway Agency 29 ITFM 30/06/2020 Record 29
Internet rules of the European Railway Agency 30 ITFM 30/06/2020 Record 30
Back-end part of the E-mail system of the ERA 31 ITFM 30/06/2020 Record 31
Management Registry Board of Appeal 33 Executive Office and Communication Unit   Record 33
Outside activities and assignments – Declaration of possible conflict of interests of ERA staff 34 Executive Director 19/06/2020 Record 34
Agency Extranet / Collaboration Space 35 ITFM 30/06/2020 Record 35
ServiceDesk Self-Service Portal processing 36 Resources and Support Unit 30/06/2020 Record 36
Request  for new / renewal of access badges to the EC premises. 37 Human Resources 09/09/2021 Record 37
ERTMS Change Control Management 38 Railway Systems Department 26/06/2020 Record 38
Reference Document Database (RDD) 39 Analysis and Monitoring Unit 29/05/2020 Record 39
Use of mobile phone for the ERA staff 40 ITFM 30/06/2020 Record 40
ERA meetings, workshops, seminars, events other than those managed via SRM 42 Executive Office and Communication Unit 30/06/2020 Record 42
Publication of personal data of ERA staff on the Agency's Intranet and Extranet 43 Executive Office and Communication Unit 30/06/2020 Record 43
Delivery and control of the access requests to parking facilities 44 ITFM 30/06/2020 Record 44
Delivery and control of the permission note to use ERA outdoor parking facilities in Valenciennes 45 ITFM 30/06/2020 Record 45
Appointment of representatives nominated by the Representative Bodies to ERA Working Parties (WPs) 46 Railway Systems Department 24/06/2020 Record 46
Informal procedure and selection of confidential counsellors for cases of psychological and sexual harassment in the ERA. 48 Human Resources 09/09/2021 Record 48
Administrative inquiries and disciplinary proceedings at the ERA 49 Human Resources 09/09/2021 Record 49
EUROPEAN REGISTER OF AUTHORISED TYPES OF VEHICLES (ERATV) 50 Analysis and Monitoring Unit 12/12/2019 Record 50
Declarations of Interests members of the Board of Appeal   51 Executive Office and Communication Unit   Record 51
Unified Communication Platform 53 ITFM 30/06/2020 Record 53
IT staff on-site availability planning 54 ITFM 30/06/2020 Record 54
FM staff on-site  planned presence 55 ITFM 30/06/2020 Record 55
Collection and Publication of Declarations of Interests (DoIs) and CVs of ERA Board Members 56 ERA 22/06/2020 Record 56
Register of Infrastructure (RINF) Common User Interface (CUI) 58 Analysis and Monitoring Unit 21/02/2020 Record 58
Privileged Accounts Management 60 ITFM 30/06/2020 Record 60
Generic notification on IT infrastructure 61 ITFM 30/06/2020 Record 61
Staff Committee Elections 62 Human Resources 09/09/2021 Record 62
Enterprise Project Management  63 Executive Director 24/06/2020 Record 63
Pre-selection phase TA, CA, SNE 64 Human Resources 30/06/2020 Record 64
Implementation Co-operation Group Telematics Applications for Freight 65 Railway Systems Department 23/06/2020 Record 65
Travels’ agency provision of services 66 ITFM 30/06/2020 Record 66
Incoming/outgoing Mail Registration System 67 Executive Office and Communication Unit 26/06/2020 Record 67
Key Performance Indicators (KPIs) for the assessment of the results achieved by the Executive Director of the European Union Agency for Railways 69 Executive Office and Communication Unit 30/06/2020 Record 69
Agency Consultation 70 Railway Systems Department   Record 70
Stakeholder Relations Management (SRM) 71 Executive Office and Communication Unit 14/05/2020 Record 71
Microsoft Outlook Calendar visibility 72 ITFM 30/06/2020 Record 72
Personal data incl. competences and skills of candidate peer evaluators to participate in the peer evaluation of recognition bodies for the purpose of Regulation 402/2013 73 Analysis and Monitoring Unit 29/06/2020 Record 73
Azure Active Directory at ERA  74 ITFM 24/05/2021 Record 74
Personal data of prospecting auditors to participate in the NSA monitoring activity  75 Analysis and Monitoring Unit 03/05/2019 Record 75
Processing of personal data in relation to the Declaration of interests and Declaration of absence of conflict of interests submitted by Staff members and SNE 76 Executive Director 18/05/2020 Record 76
Acquisition, editing, management and publication of photos and videos to be used for promotional and information purposes 77 ERA Academy and Digital Communication   Record 77
Processing of personal data in relation to the Declaration of interests and Declaration of absence of conflict of interests submitted by independent experts 78 Executive Director 18/05/2020 Record 78
Processing of personal data in relation to the Declaration of interests submitted by candidates before being engaged by the Agency 79 Executive Director 18/05/2020 Record 79
Requests and complaints concerning statutory rights under Art.90 Staff Regulations  80 Human Resources 09/09/2021 Record 80
Webinars organised by ERA 81 ERA   Record 81
Processing of Personal data in the context of the Review of NIB accident investigation reports. 82 Analysis and Monitoring Unit 26/11/2019 Record 82
Audits & Inspections under Monitoring system for notified conformity assessment bodies (NoBos) 83 Analysis and Monitoring Unit   Record 83
EUROPEAN RAILWAY ACCIDENT INFORMATION LINKS (ERAIL) 84 Analysis and Monitoring Unit   Record 84
Processing of personal data of prospective users to publish safety alerts in the Safety Alerts IT (SAIT) tool 86 Analysis and Monitoring Unit   Record 86
Staff survey on organisational culture for the Better Togheter at ERA project  87 Executive Office and Communication Unit 23/06/2020 Record 87
Implementation Co-operation Group Telematics Applications for Passengers 89 Railway Systems Department   Record 89
One-Stop Shop (OSS) 90 Planning and Approvals Delivery Unit 26/06/2020 Record 90
NSA Allocated Experts assisting the Agency's 4th RP related assessments  91 Planning and Approvals Delivery Unit 29/06/2020 Record 91
List of contact points for the application of the cooperation agreements 92 Planning and Approvals Delivery Unit   Record 92
Publication of personal data of ERA staff on the Agency's website 93 Executive Office and Communication Unit   Record 93
Processing of health data related to COVID-19 94 Resources and Suppor Unit   Record 94
SINGLE RULES DATABASE (SRD) 95 Analysis and Monitoring Unit   Record 95
Staff Committee elections’ eVote processing 96  Executive Director   Record 96
Questionnaire about skills for SSC assessments and SSC register of resources 97 Safety and Operations Unit   Record 97
Content creation and collaboration by means of Microsoft Office 365 online 98 Resources and Support Unit   Record 98
COVID-19: Red Scenario implementing measures 99 Resources and Support Unit   Record 99
SYSPER II 100 Resources and Support Unit   Record 100
Organisation Codes Register (OCR) 101 Analysis and Monitoring Unit   Record 101
Processing of Personal Data in the context of the operations of a video-surveillance system 102 Resources and Support Unit  

Record 102

Data Protection Notice - Video surveillance system
Declaration of confidentiality Management Board  104 Corporate Assurance and Performance Unit   Record 104
Creation and management of electronic access cards for accessing ERA building 105 Resources and Support Unit   Record 105
CERT-EU services 106 Resources and Support Unit   Record 106