S.L. 164.6 Art. 16Single Electronic Case management system. 17      S.L. 586.08. 18 [S.L.

(1) The International Relations Unit shall deploy and operate a single electronic case management system as a repository that allows it to carry out its tasks under these regulations. The single electronic case management system shall have, at a minimum, the following functions and capabilities: AUTHORITIES AND OTHER AUTHORITIES OF THE MEMBER STATES OF THE EUROPEAN UNION HAVING

SIMILAR POWERS

(a) recording the incoming and outgoing requests for information as referred to in regulations 8 and 11 and any other communications relating to such requests with Single Points of Contact and, where applicable, the competent law enforcement authorities of other Member States, including information about refusals of requests for information and requests for and the provision of clarification or specifications as referred to in the provisions of regulation 9(5) and (6) respectively;

(b) recording the communications between the International Relations Unit and the competent law enforcement authorities, pursuant to regulation 5(2)(b);

(c) recording the provisions of information to the International Relations Unit and, where applicable, to the competent law enforcement authorities of other Member States in accordance with regulations 8, 10 and 11;

(d) cross-checking the incoming requests for information as referred to in regulations 8 and 11 against information available to the International Relations Unit, including information provided in accordance with regulations 8(6) and 10(5) and other relevant information recorded in the single electronic case management system;

(e) ensuring adequate and rapid follow-up to incoming requests for information as referred to in regulation 7, in particular with a view to respecting the time limits for the provision of the requested information established in regulation 8;

(f) be interoperable with SIENA, ensuring in particular, that incoming communications through SIENA can be directly recorded in, and that outgoing communications through SIENA can be directly sent from, the single electronic case management system;

(g) generating statistics in respect of exchanges of information under these regulations for evaluation and monitoring purposes, in particular for the purposes of regulation 18;

(h) logging access and other processing operations in relation to the information contained in the single electronic case management system, for accountability and cybersecurity purposes, in accordance with regulation 25 of the Data

Protection (Processing of Personal Data by Competent BETWEEN NATIONAL LAW ENFORCEMENT AUTHORITIES AND OTHER AUTHORITIES OF THE MEMBER STATES OF THE EUROPEAN UNION HAVING 164.06 SIMILAR POWERS

Authorities for the Purposes of the Prevention, Investigation, Detection or Prosecution of Criminal Offences or the Execution of Criminal Penalties) Regulations.

(2) All cybersecurity risks relating to the single electronic case management system, in particular as regards its architecture, governance and control, are managed and addressed in a prudent and effective manner and that adequate safeguards against unauthorised access and abuse are provided for.

(3) The single electronic case management system shall contain personal data only for as long as it is necessary and proportionate for the International Relations Unit to carry out the tasks assigned to it under these regulations, and any personal data contained therein shall be subsequently and irrevocably deleted.

(4) For the purpose of sub-regulation (3) on the deletion of personal data, the International Relations Unit shall review the data stored in the single electronic case management system within six (6) months from when an exchange of information has been concluded, and subsequently at every six (6) month interval.