Circular CSSF 19/727 is a CSSF circular, published 26 July 2019 and updated 19 January 2024. Subject: New arrangements for the transmission of the documents required under Circular CSSF 12/544. It was repealed by Circular CSSF 24/850.
\nLegal basis: Law of 5 April 1993 on the financial sector.
\nRelevant for: Support PFS.
\nIn case of discrepancies between the French and the English text, the French text shall prevail.
\nLuxembourg, 26 July 2019
\nTo all support PFS
\nCIRCULAR CSSF 19/727 Re:
\nNew arrangements for the transmission of the documents required under Circular CSSF 12/544
\nLadies and Gentlemen, This circular applies to all support PFS exercising one or several activities under Articles 291, 29-2, 29-3, 29-4, 29-5 and 29-6 of the Law of 5 April 1993 on the financial sector and classified by the CSSF with the identification code \"I\" followed by a number. Please refer to the identification codes as published on the CSSF website in the “Search entities” application. The purpose of this circular is to define the new arrangements for the transmission of the documents required under Circular CSSF 12/544. With a view to optimising supervision and simplifying the processing, it has been decided that the required documents must be sent electronically. This circular includes a file naming convention. Moreover, this circular restates all the documents that must be sent in the context of the Risk Assessment Report (RAR), Descriptive Report (DR) and financial year-end. This circular concerns only the document transmission arrangements and deadlines. I. New arrangements for the transmission of documents to be received The documents to be received must be transmitted in digital format in a PDF version allowing text selection for typed documents and, if possible, in OCR 1 format for scanned documents.
\nUse of an Optical Character Recognition (OCR) software which allows transforming the image of a scanned printed document into a text document and saving it in the transmitted file, although the visualisation remains that of an image.
\nMoreover, any document with a handwritten signature, and, in particular, the cover letter accompanying these documents, must also be transmitted on paper. For instance, for RARs and DRs, only the signed pages must be transmitted on paper. For each document received in digital form, we require you to name the file using the prefixes used in the summary tables of the documents to be received as set out under point II of this circular and by adding the internal CSSF “Ixxx” identification number, as well as the year concerned, formatted as “yyyy” here below. For instance, the RAR file will be named “Ixxx-RAR-0-yyyy” 2. The RAR and the DR must be submitted in two versions: a final version (without comments) and a “track changes” 3 version identifying all the changes as compared to the previous financial year. The documents must be transmitted in a secured way and deposited with the CSSF through its online MFT system. To obtain an ID allowing to connect to the online system, the support PFS concerned must indicate the following information to the CSSF, at the email address [email]: -
\nIdentification number allocated by the CSSF (“Ixxxx”)
\nName of the company
\nLast name and first name of the contact person for the transmission
\nContact email address 4
\nContact phone number.
\nFor example: I210-RAR-0-2018.pdf PDF version of the document corresponding to a printed version including the changes and comments in “track changes”. 4 It is recommended to use a permanent generic email address rather than the personal email address of an employee who might be appointed to other functions over time, or even leave the company. 3
\nII. Summary of the documents expected in the context of the RAR, DR and financial year-end A) Documents expected in the context of the RAR
\nPrefix
\nRAR. RAR-0 As a reminder: - It must be signed by the members in charge of the day-to-day management. - It must be sent in two versions (final and track changes). - It must include a description of your risk management system, as well as the risk register indicating a summary of risks in decreasing net importance order.
\nThe text above is the opening of the document; the PDF carries the whole.
\nDocument page, PDF. Source: Commission de Surveillance du Secteur Financier (CSSF), reproduced with the CSSF's consent. The French text prevails.
"}