Guidelines Reference Data Template (V3)
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Guidelines
Reference Data Template V3
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Table of contents
Table of contents ............................................................................................................................ 1
Purpose of the Reference Data Template ...................................................................................... 2
Updating the compressed Excel sheet for your language .............................................................. 2
Save and send the template to update the system data ................................................................ 3
More information ............................................................................................................................. 3
Latest update: 07/08/2009
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Guidelines Reference Data Template (V3)
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Purpose of the Reference Data Template
Because the second Part (Part II – decision) of the certificates is to be translated by the translation
services of the Commission (DGT) as it involves legal text officially published onto the Europa website,
the importance of the Reference Data Template can be found in the correct understanding of the
following topics:
* the first and third Part (Part I – consignment and Part III - control) of the certificate
* the Help to Decision module (basis legislation, imposed physical tests, similar rejected…)
* the LMS module
* the RASFF module
* the GIS module (road map…)
* the use of the TRACES online user interface (GUI) in general (alert messages…)
*…
By allowing business and authority users to use TRACES in their own native language, TRACES aims
to eliminate as much as possible any translation, interpretation or comprehension mistakes at origin,
transit or destination, where consignments are sent abroad.
For information: the text of the Privacy statement has also been translated by the translation service.
The data to be verified is also published onto the information website on CIRCA. You can access the
Excel document for your language, by clicking the Information button in the upper right of your
TRACES window:
Please got to 'LIBRARY' > Reference Data Template - translation, and open the template of your
language.
Only after approval of your Administrator, an update of the compressed Excel sheet as published onto
the information website of TRACES will be taken in consideration.
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Updating the compressed Excel sheet for your language
Please be aware that the Excel document is protected by a password. This is done in order to
guarantee the presence of internal reference codes, so that they will not be erased form the file.
Following message will appear when trying to modify outside the cells to be updated in column C:
Please do not try to unprotect the Excel document, or to copy and paste the data into another file. This
will result in an invalid file which can not be used by the TRACES IT team anymore, so to upload it
automatically to the server.
Latest update: 07/08/2009
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Guidelines Reference Data Template (V3)
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The information in the Excel document is structured by different categories within the tabs available in
the 'Reference data' template:
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Save and send the template to update the system data
In order to implement the data according to the latest update of the Reference Data Template, it is
imperative that you save the document onto the hard disk of your computer, and send it, after
agreement of your Administrator, to the TRACES Team e-mail address [email protected].
Please put your Country Administrator in copy of every request you send to the TRACES Team.
Unless erroneous information is found in the Excel document, the specified modifications will be
implemented in the TRACES production environment directly. Following this update, a revised version
of the Excel document will published onto the information website in CIRCA, for verification.
You can access the updated Excel document for your country, by clicking the Information button in the
upper right of your TRACES window:
Please got to 'LIBRARY' > Reference Data Template - translation, and open the template of your
language.
If the IT Department needs to obtain additional information, in order to implement the desired
modifications into TRACES, you will be notified as soon as possible.
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More information
If you need to receive more information about this Reference - Data Template, please do not hesitate
to contact the TRACES Team at [email protected].
The country Administrators will be informed about the availability of a translation tool, in which
modifications to the reference data can be carried out directly. More details will be distributed in due
time.
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