1. THE “ONCE-ONLY” PRINCIPLE IN GREECE
Marina Saraki - Sofia Papadaki
Ministry of Administrative Reconstruction
Crete, 17-18/05/2018

2. THE ONCE - ONLY PRINCIPLE EX OFFICIO SEARCH OF DOCUMENTS
Administration, rather than the citizen, circulates or retrieves documents and information to and from competent authorities
Prerequisite : The existence of information within Administration
Limitations : - Personal data protection
- Degree of digitalization

3. EX-OFFICIO SEARCH OF DOCUMENTS
It is the Greek equivalent to the “Once-Only Principle”
Its conceptualization goes as far back as 1986
Refers to the internal (within Administration) retrieval of documents and sharing of information

4. Law 1599/1986 (article 13)
Determined that for specific procedures, documents such as certificates and statements would be delivered by public services –not by citizens
Such procedures would be determined by Common Ministerial Acts
Remained inactive. Reasons? Perhaps Administration an Society not mature yet

5. Law 3242/2004 (Article 5)
Ex–officio search of documents is referred to as such, in article 5, par. 2.c. Terminology acquired
Similar process to Law 1599/1986 (by Common Ministerial Acts)
Citizen’s consent required
Strong political support

6. LAW 3242/2004 (cont’d) IMPLEMENTATION
In total, approximately 225 documents and certificates have been included in “Ex officio search”
185 with citizen consent
Documents and certificates circulated by fax machines within public services
Most successful case: Certificate of criminal record. Reason? Ministry of Justice responded with own measures

7. EVALUATION OF MEASURE
Difficulties in implementation due to hesitancy of public servants to respond to new law
Citizens often asked to submit documents themselves
Deficient data given by services
However, a “success story” in total

8. LAW 4325/2015 (1/2) A new era begins
Article 12
Horizontal application of ex officio search
Includes all documents and certificates issued by public services, local authorities and public law bodies that are required as supporting documents for the issuance of an administrative act
All available means are used
Ex officio search of documents is obligatorily carried out electronically.
Prerequisite: Interoperability of public bodies’ IT systems or registries

9. LAW 4325/2015 (2/2) Special Provisions
Citizens wishing to submit certificates themselves still able to do so
Law allows for exemptions by issuance of Common Ministerial Acts in cases of public bodies with high workload. Sufficient explanation of reasons leading to exemption is required

10. LAW 4325/2015 Implementation 1. Enrolment to primary school
Abolition of submission of birth certificate through the interconnection of the information systems of the National Register and the Education Information System (myschool)
Abolition of issuance of certificates annually (corresponding to working hours and working days)

11. LAW 4325/2015 Implementation 2. Provision of family allowance
Abolition of submission of marital status certificate through the interconnection of the information systems of the National Register and the Information System of the Welfare Allowances’ Organization (OPEKA)
Abolition of issuance of marital status certificates only for the year 2017

12. Citizens Registry Operates since 22-1-2018
More than transactions till today
Hellenic Police
Passport issuance
Ministry of Foreign Affairs
Passport issuance for emigrants
Citizens Registry
Ministry of Interior
Ministry of Education
Enrolment to primary education
Welfare Allowances Organization
Provision of family allowance

13. Lessons learnt I. Opportunities II. Limitations
Lawfulness, fairness, transparency
Prompt and uniform service
Reduction of time and cost for administration, citizens and businesses
Accuracy and authenticity of data information
Degree of interoperability of IT systems: still quite low
Citizens and public servants still not familiar with electronic services
Citizens’ and public administration’s reluctance to change