Processing an item of business

When a document has been registered, processing of the matter starts at the relevant ministry. Different items are processed in different ways, depending on type. The following is an example of the form this process may take.

More information

Sometimes the person or organisation that has initiated a matter wants to provide additional information, or officials at the ministry concerned need more data to be able to process the matter. Further information may be submitted orally or in writing, in which case it must be documented by the official dealing with the matter.

Circulation for comment

Under a referral system, public agencies, institutions, advocacy groups and other organisations that could be affected by the issue in hand may be given an opportunity to submit their views before the Government takes a decision. You can read more about the referral system under Law chain.

Opportunity to submit a statement

The person or organisation that has initiated the matter receives all the supplementary information along with the comments received during the referral procedure and is given the opportunity to submit a statement on these responses before a proposal for a decision is drawn up.

Draft proposal

When a full analysis of the matter has been made, the official responsible draws up a conceivable decision and discusses it with, among others, his or her superior and other relevant departments at the ministry.

Joint drafting procedure

Sometimes an item of business affects the area of competence of several ministers and must be discussed and prepared in consultation with members of their staffs. All the ministers involved must be in agreement about an appropriate course of action before the matter is raised at a meeting of the Cabinet.

Review

The proposed decision is reviewed by the relevant ministrys Director-General for Administrative and Legal Affairs who is responsible for the proper management of the matter and the legality of the decision. When the review has been completed, the proposal may be raised at a Cabinet meeting for a decision by the Government.