## Report on Commission Implementing Decision (EU) 2025/921 establishing the Service of Documents steering committee
**1. Executive Summary:**
This report provides an analysis of Commission Implementing Decision (EU) 2025/921 of 19 May 2025, which establishes a steering committee for the operation and maintenance of a decentralised IT system concerning the service of documents in civil or commercial matters. The core purpose of this policy is to ensure the effective functioning of the IT system mandated by Regulation (EU) 2020/1784. Key findings highlight the establishment of the committee, its defined tasks, membership structure, operational guidelines, and transparency measures.
**2. Introduction:**
This report aims to provide an informative overview of Commission Implementing Decision (EU) 2025/921 based solely on the provided policy text. It outlines the key provisions, target audience, implementation aspects, and expected outcomes of the Decision.
**3. Policy Overview:**
This is a new policy.
* **Core Objective(s):** The core objective of this policy is to ensure the operation and maintenance of the decentralised IT system for the service of documents in civil or commercial matters, as mandated by Regulation (EU) 2020/1784. This is achieved through the establishment of a steering committee to oversee its functionality and promote collaboration among Member States.
**4. Background and Rationale:**
* **Problem/Issue Addressed:** The policy addresses the need for effective implementation and ongoing management of the decentralised IT system established by Regulation (EU) 2020/1784. This regulation requires a secure and reliable system for communication and exchange of documents between Member States' designated agencies and bodies. The policy aims to address the challenges involved in operating and maintaining this complex IT infrastructure and ensuring its alignment with the objectives of the underlying regulation.
**5. Key Provisions / Changes:**
* Establishment of a steering committee (the committee) as defined in Article 25(1e) of Regulation EU 2020/1784.
* The committee's task is to ensure the operation and maintenance of the decentralised IT system to meet the objectives of Regulation EU 2020/1784.
* The committee is to collaborate with and advise the Commission on the operation and maintenance of the IT system.
* It shall facilitate the exchange of experience and good practice between Member States authorities.
* The committee will discuss technical matters, risks, and challenges related to the development and maintenance of the IT system.
* Membership of the committee is comprised of Member States authorities competent in the field of service of documents.
* The committee is chaired by a representative of the Commission.
* Meetings will be held on Commission premises or virtually.
* The Commission provides secretarial services.
* Subcommittees may be established for specific questions.
* Observers from organisations and public entities may be invited to participate.
* The committee shall adopt its rules of procedure.
* Members are subject to professional secrecy obligations.
* All relevant documents shall be made available on a dedicated website, promoting transparency.
* Participants are not remunerated, but travel and subsistence expenses are reimbursed.
**6. Target Audience and Stakeholders:**
Based on the text, the target audience and stakeholders directly affected by this policy include:
* Member States authorities competent at national, regional, or local level in the field of service of documents in civil and commercial matters.
* The European Commission, particularly departments involved in justice and digital affairs.
* Organisations and public entities granted observer status.
* Service providers and developers involved in the maintenance and development of the decentralised IT system.
* Legal professionals and citizens who rely on the efficient service of documents across Member States.
**7. Implementation Aspects (Inferred):**
* **Responsible agency/bodies:** The European Commission is ultimately responsible for the implementation of this Decision. Member States authorities are responsible for nominating representatives to the steering committee.
* **Timelines or procedures:** The decentralised IT system is stated to become operational on 1 May 2025. The Decision enters into force on the twentieth day following its publication in the Official Journal of the European Union. The committee is required to adopt its own rules of procedure. The establishment and operation of subcommittees is also defined by procedure outlined in the decision.
**8. Expected Outcomes / Impact of Changes:**
The intended outcomes of this policy are to:
* Ensure the smooth operation and maintenance of the decentralised IT system for the service of documents.
* Foster collaboration and knowledge sharing between Member States.
* Address technical challenges and risks associated with the IT system.
* Promote transparency through the publication of relevant documents.
* Enhance the efficiency and effectiveness of cross-border service of documents in civil and commercial matters.
**9. Conclusion:**
Commission Implementing Decision (EU) 2025/921 is a crucial step towards ensuring the effective implementation of Regulation (EU) 2020/1784 regarding the service of documents within the EU. The establishment of the steering committee provides a structured framework for overseeing the operation and maintenance of the decentralised IT system. This policy is significant because it facilitates cross-border legal proceedings and supports the functioning of the internal market. It helps streamline the service of documents, potentially reducing delays and costs for individuals and businesses involved in legal matters across different Member States.
Key Entities Referenced
European Union: A political and economic union of member states located primarily in Europe.
Official Journal EN of the European Union L series 2025/921: Official publication in which EU legislation is published.
21.5.2025: Date of publication in the Official Journal of the European Union.
COMMISSION IMPLEMENTING DECISION (EU) 2025/921: A decision implemented by the European Commission.
19 May 2025: Date of the Commission Implementing Decision.
Service of Documents steering committee: Committee established by the Commission Implementing Decision to ensure the operation and maintenance of the decentralised IT system for the service of documents.
THE EUROPEAN COMMISSION: The executive branch of the European Union.
Treaty on the Functioning of the European Union: One of the primary treaties of the European Union.
Regulation (EU) 2020/1784: Regulation of the European Parliament and of the Council on the service in the Member States of judicial and extrajudicial documents in civil or commercial matters.
European Parliament: The parliamentary body of the European Union.
Council: Council of the European Union
25 November 2020: Date of Regulation (EU) 2020/1784.
Article 25(1e): Article within Regulation (EU) 2020/1784 that provides for the establishment of a steering committee.
Member States: Countries that are members of the European Union.
e-CODEX: A system for secure cross-border electronic exchange of data in the justice field.
JUstice Digital EXchange system (JUDEX): A larger e-CODEX based decentralised IT system.
Commission Implementing Regulation (EU) 2022/423: Regulation laying down the technical specifications, measures and other requirements for the implementation of the decentralised IT system referred to in Regulation (EU) 2020/1784.
1 May 2025: Date on which the decentralised IT system will become operational.
Regulation (EU) 2020/1783: Regulation of the European Parliament and of the Council on cooperation between the courts of the Member States in the taking of evidence in civil or commercial matters.
Regulation (EU) 2018/1725: Regulation of the European Parliament and of the Council on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies.
Committee on the service in the Member States of judicial and extrajudicial documents in civil or commercial matters: A committee providing an opinion on the measures in the decision.
Brussels: Location where the Commission Implementing Decision was adopted.
Ursula VON DER LEYEN: The President of the European Commission.
Commission Decision (EU, Euratom) 2015/443: Commission Decision on Security in the Commission.
Commission Decision (EU, Euratom) 2015/444: Commission Decision on the security rules for protecting EU classified information.
Regulation (EC) No 1049/2001: Regulation of the European Parliament and of the Council regarding public access to European Parliament, Council and Commission documents.
Official Journal EN
of the European Union L series
2025/921 21.5.2025
COMMISSION IMPLEMENTING DECISION(EU) 2025/921
of 19 May 2025
establishing the Service of Documents steering committee
THE EUROPEAN COMMISSION,
Having regard to the Treaty on the Functioning of the European Union,
Having regard to Regulation (EU) 2020/1784 of the European Parliament and of the Council of 25 November 2020 on the
service in the Member States of judicial and extrajudicial documents in civil or commercial matters (service of
documents)(1), and in particular Article 25(1)(e) thereof,
Whereas:
(1) According to Regulation (EU) 2020/1784, all communication and exchange of documents between the agencies and
bodies designated by the Member States under this Regulation are to be, as a rule, carried out through a secure and
reliable decentralised IT system comprising national IT systems that are interconnected and technically interoperable,
for example, and without prejudice to further technological progress, based on e-CODEX. That decentralised IT
system is implemented within a larger e-CODEX-based decentralised IT system referred to as JUstice Digital
EXchange system (JUDEX), requiring an effective exchange of information concerning horizontal developments.
(2) The technical specifications, measures and other requirements for the implementation of that decentralised IT system
have been laid down in Commission Implementing Regulation (EU) 2022/423(2).
(3) The decentralised IT system will become operational on 1 May 2025.
(4) Regulation (EU) 2020/1784 provides that the Commission is to establish a steering committee comprising
representatives of the Member States to ensure the operation and maintenance of the decentralised IT system in
order to meet the objectives of the Regulation.
(5) The roles and tasks of the steering committees under respectively Regulation (EU) 2020/1783 of the European
Parliament and of the Council(3)and Regulation (EU) 2020/1784 are similar, making it expedient and cost-effective
to hold joint meetings of the steering committees under both Regulations.
(6) Rules on disclosure of information by members of the steering committee and observers should be laid down.
(7) Personal data should be processed in accordance with Regulation (EU) 2018/1725 of the European Parliament and of
the Council(4).
(8) The measures provided for in this Decision are in accordance with the opinion of the Committee on the service in the
Member States of judicial and extrajudicial documents in civil or commercial matters,
(1) OJ L 405, 2.12.2020, p. 40, ELI: http://data.europa.eu/eli/reg/2020/1784/oj.
(2) Commission Implementing Regulation (EU) 2022/423 of 14 March 2022 laying down the technical specifications, measures and other
requirements for the implementation of the decentralised IT system referred to in Regulation (EU) 2020/1784 of the European
Parliament and of the Council (OJ L 87, 15.3.2022, p. 9, ELI: http://data.europa.eu/eli/reg_impl/2022/423/oj).
(3) Regulation (EU) 2020/1783 of the European Parliament and of the Council of 25 November 2020 on cooperation between the courts
of the Member States in the taking of evidence in civil or commercial matters (taking of evidence) (OJ L 405, 2.12.2020, p. 1, ELI:
http://data.europa.eu/eli/reg/2020/1783/oj).
(4) Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons
with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of
such data, and repealing Regulation (EC) No 45/2001 and Decision No 1247/2002/EC (OJ L 295, 21.11.2018, p. 39, ELI: http://data.
europa.eu/eli/reg/2018/1725/oj).
ELI: http://data.europa.eu/eli/dec_impl/2025/921/oj 1/4EN
OJ L, 21.5.2025
HAS ADOPTED THIS DECISION:
Article 1
Establishment of the steering committee
The steering committee within the meaning of Article 25(1)(e) of Regulation (EU) 2020/1784, hereinafter referred to as ‘the
committee’, is hereby established.
Article 2
Tasks
In accordance with Article 25(1)(e) of Regulation (EU) 2020/1784 the committee’s task is to ensure the operation and
maintenance of the decentralised IT system in order to meet the objectives of this Regulation. In particular, it shall:
(a) collaborate with / advise the Commission in relation to the operation and maintenance of the service of documents
decentralised IT system according to Regulation (EU) 2020/1784;
(b) bring about an exchange of experience and good practice between Member States’ authorities in the field of service of
documents in civil and commercial matters in relation to the operation and maintenance of the service of documents
decentralised IT system;
(c) discuss technical matters, risks, and challenges, including implementation priorities, in light of the continued
development and maintenance of the service of documents decentralised IT system and its components.
Article 3
Membership
1. Members of the committee shall be Member States’ authorities competent at national, regional or local level in the
field of service of documents in civil and commercial matters for the use of the decentralised IT system.
2. Member States’ authorities shall nominate their representatives and shall ensure that they provide a high level of
expertise.
Article 4
Chair
The committee shall be chaired by a representative of the Commission.
Article 5
Operation
1. Meetings of the committee shall, in principle, be held on Commission premises or virtually, depending on the
circumstances.
2. The Commission shall provide secretarial services to the committee. Commission officials from other departments
with an interest in the proceedings may attend meetings of the committee and its sub-committees.
3. The committee may, by a simple majority of its members, decide that deliberations shall be public.
4. Minutes on the discussion on each point on the agenda and on the opinions delivered by the committee shall be
meaningful and complete.
2/4 ELI: http://data.europa.eu/eli/dec_impl/2025/921/ojEN
OJ L, 21.5.2025
Article 6
Sub-committees
The committee may set up sub-committees for the purpose of examining specific questions on the basis of terms of
reference defined by the committee. Sub-committees shall report to the committee. They shall be dissolved as soon as their
mandate is fulfilled.
Article 7
Observers
1. Organisations and public entities other than Member States’ authorities may be granted an observer status by direct
invitation.
2. Organisations and public entities appointed as observers shall nominate their representatives.
3. Observers and their representatives may be permitted by the Chair to take part in the discussions of the committee
and its sub-committees and provide expertise. However, they shall not have voting rights and shall not participate in the
formulation of recommendations or advice of the committee and its sub-committees.
Article 8
Rules of procedure
The committee shall adopt its rules of procedure by a simple majority of its members. Sub-committees shall operate in
compliance with the committee’s rules of procedure.
Article 9
Professional secrecy and handling of classified information
The members of the committee and their representatives, as well as observers, are subject to the obligation of professional
secrecy, laid down in the Treaties and their implementing rules, as well as with the Commission’s rules on security regarding
the protection of Union classified information, laid down in Commission Decisions (EU, Euratom) 2015/443(5)
and 2015/444(6). Should they fail to respect these obligations, the Commission may take all appropriate measures.
Article 10
Transparency
All relevant documents, including the agendas, the minutes and the participants’ submissions, shall be made available on a
dedicated website. In particular, the agenda and other relevant background documents shall be published in due time ahead
of the meeting, followed by timely publication of minutes. Exceptions to publication shall only be possible where it is
deemed that disclosure of a document would undermine the protection of a public or private interest as defined in
Article 4 of Regulation (EC) No 1049/2001 of the European Parliament and of the Council(7).
(5) Commission Decision (EU, Euratom) 2015/443 of 13 March 2015 on Security in the Commission (OJ L 72, 17.3.2015, p. 41, ELI:
http://data.europa.eu/eli/dec/2015/443/oj).
(6) Commission Decision (EU, Euratom) 2015/444 of 13 March 2015 on the security rules for protecting EU classified information
(OJ L 72, 17.3.2015, p. 53, ELI: http://data.europa.eu/eli/dec/2015/444/oj).
(7) Regulation (EC) No 1049/2001 of the European Parliament and of the Council of 30 May 2001 regarding public access to European
Parliament, Council and Commission documents (OJ L 145, 31.5.2001, p. 43, ELI: http://data.europa.eu/eli/reg/2001/1049/oj).
ELI: http://data.europa.eu/eli/dec_impl/2025/921/oj 3/4EN
OJ L, 21.5.2025
Article 11
Meeting expenses
1. Participants in the activities of the committee and sub-committees shall not be remunerated for those activities.
2. Travel and subsistence expenses incurred by participants in the activities of the committee and sub-committees shall
be reimbursed by the Commission. Reimbursement shall be made in accordance with the provisions in force within the
Commission and within the limits of the available appropriations allocated to the Commission departments under the
annual procedure for the allocation of resources.
Article 12
Entry into force
This Decision shall enter into force on the twentieth day following that of its publication in the Official Journal of the
European Union.
Done at Brussels, 19 May 2025.
For the Commission
The President
Ursula VON DER LEYEN
4/4 ELI: http://data.europa.eu/eli/dec_impl/2025/921/oj