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5.1 Core Processes

5.1.1 Incoming and Outgoing Correspondence
5.1.2 Files and Filing

5.1.2.1 Global Filing Classification System
5.1.2.2 Maintenance
5.1.2.3 Archiving

5.2 Roles And Responsibilities

5.2.1 Introduction

5.2.1.1 Headquarters
5.2.1.2 Country Offices
5.2.1.3 Concerned Staff

5.2.2 Guidelines

5.3 Policies

5.3.1 Definition
5.3.2 Key Objective, Core Policy And Future Directions

5.3.2.1 Introduction
5.3.2.2 Key Objective
5.3.2.3 Core Policy

5.3.3 Filing

5.3.3.1 Subject Classification
5.3.3.2 Registry
5.3.3.3 Archiving Retention Policy
5.3.3.4 Retirement Of Non-Current Records
5.3.3.5 Storage of Archived Material

5.3.4 Forms Management
5.3.5 UNDP Manuals
5.3.6 Briefing Report and Country Field Office Manual
5.3.7 Dissemination of Information of an Administrative Nature to UNDP and UN Agencies
5.3.8 Country Office Reports
5.3.9 Reporting of Hand-Over Procedures on Departure

5.3.9.1 Hand-Over Report: Recommended Contents

5.4 Related Information

 

5.4.1 Files for Permanent Retention

5.4.2 Global Filing List

5.4.3 Instructions on Updating and Completing the Briefing Report Template

5.4.4 Instructions on Updating and Completing the CFO Template

UNDP records management relates to the creation, use and maintenance of current records in a systematic manner, and pertains to any information, regardless of physical form or characteristic, originating from or received by UNDP within the framework of its official activities.

5.1.1 Incoming and Outgoing Correspondence

• Incoming mail

• Regular mail
• 
  Regular mail is opened by the registry unit, passed to the addressee and ultimately filed by the filing unit according to appropriate file codes.
   
• Confidential or personal attention
• 
  Confidential or personal attention mail is unopened, and passed by the registry unit to the addressee.  If opened by accident, the registry unit puts it back in the envelope, staples it and sends it to the addressee with a note of apology.  Action may be necessary to ensure senders label envelopes appropriately.  Correspondence may be filed in the classified file, with an optional cross reference to the subject file, or declassified and filed in the regular files. Personal correspondence may be copied to the addressee's personal file.  The receiver of confidential/personal correspondence is responsible for assigning a file number (if appropriate).
   
• Outgoing Mail

   

  • Confidential or personal attention
  • 
    The sender determines if correspondence is confidential or personal attention.  If sealed, check the pouch certifying officer's signature.

5.1.2 Files and Filing

Files should contain records originating from or received by the organisation in written, audio, video, electronic and all other forms.

5.1.2.1 Global Filing Classification System

This classification system is organised to permit expansion of established subjects and development of new subjects by wide spacing of the numbering system. The complete global filing system may be found at 5.4.2: Global Filing List.

Project files are maintained separately by project number. Country offices should review the feasibility of different project files (project documents, equipment, general, fellowships, etc.) for the same project.

5.1.2.2 Maintenance

• Chronological and/or reading files
• 
  Organisational units at Headquarters and country offices should maintain a daily chronological and/or reading file for one copy of each outgoing piece of correspondence. The reading file will normally be destroyed after circulation among the staff members concerned.  The chronological file will be maintained for a maximum of one year.  The master copy is maintained in the master subject file.
   
• Master subject file

   

  • Daily filing
  • 
    Filing should be performed daily to avoid an accumulation of papers and ensure files are current at all times.
     
  • Correct filing
  • 
    Incoming correspondence should be placed in chronological order according to the date on the correspondence (not the date received). The staff member responsible for filing must check outgoing as well as incoming correspondence for correct file classification.
     
  • Completed action
  • 
    The staff member responsible for filing must check incoming correspondence before filing to ensure any required actions have been completed.
     
• Enclosures/attachments
• 
  Enclosures and attachments should be filed in chronological sequence with the covering letter in the appropriate subject file. If the enclosure/attachment is too bulky to file with the covering letter/correspondence in the subject file, a cross reference should be made on the covering letter indicating the bulky document is kept in a separate box file labelled "box file containing reports/publications too bulky for main file."  If an enclosure/attachment is a copy of a communication received or dispatched at an earlier date, the staff member should ensure it is already on file in the correct chronological sequence.  If the enclosure/attachment is missing, the attachment just received should be filed in chronological order in the appropriate subject file.

5.1.2.3 Archiving

The responsible unit at Headquarters or the country office will issue guidelines on archiving which will reflect the local situation and incorporate the following directives: See the archiving retention policy.

• Preparing files for archiving
• 
  Weed out files prior archiving. Place loose papers into files or fasten with a rubber band. Separate permanent and temporary files and archive them in separate boxes. Wherever possible place files of a common nature into one archive box, e.g. project document files, personnel files. Prepare a list of contents of each box, indicating name of files and content (i.e. IND/78/008 Project Documents) and place one copy inside the box. Send to the respective archiving unit with the requisite number of copies of the list of contents. The archiving unit and the organisational unit retain copies of the list of contents.

• Confirming retention schedule
• 
  Following receipt and inspection of boxes, the Archiving Unit contacts the organisational unit, and confirms and records the disposal date according to the retention schedule.
   
• Requesting return of files
• 
  Organisational units may request files in writing or by e-mail, specifying the file number and box description if possible. The normal loan period is 30 days.  If files are required for more than 30 days, organisational units must request an extension. The Archiving Unit maintains records of all file movements.
   
• Disposal
• 
  The Archiving Unit confirms the date of disposal with the organisational unit prior to disposing of the files.

5.2 Roles and Responsibilities

5.2.1 Introduction

5.2.1.1 Headquarters

Custody and monitoring of archived, permanent and non-permanent records is the responsibility of the Administrative Services Division (ASD)/COHSS at Headquarters. ASD oversees implementation of the records management and archives programmes by ensuring guidelines are comprehensive and up-to-date, revising retention schedules to ensure new records are covered, and archiving and retrieving UNDP Headquarters records.

Records management and systematic file maintenance (according to established procedure) are the responsibility of each Headquarters unit. Department heads are responsible for ensuring these guidelines are followed, and appropriate records management and archiving procedures are effectively implemented.

5.2.1.2 Country Offices

Records management and systematic file maintenance (according to established procedure) are the responsibility of each country office. Resident Representatives are responsible for ensuring these guidelines are followed, and appropriate records management and archiving procedures are effectively implemented.

Offices may choose to adopt a centralised filing system (with a records management unit having overall responsibility) or designate a staff member to monitor a decentralised filing system. A mixture of centralised general files and decentralised project files may also be considered. Whatever system is used, clear internal guidelines on who is responsible for files must be issued by the Resident Representative.  Documents and circulars issued to country offices should be considered part of this filing responsibility.

Custody and monitoring of archived, permanent and non-permanent records are the responsibility of the Resident Representative.

5.2.1.3 Concerned Staff

Designated staff should be aware of their responsibilities and those of other units to ensure correct record management and archiving.

5.2.2 Guidelines

• Classification
• 
  The creator of a record is responsible for its classification.  All correspondence must carry the appropriate subject file number/name in accordance with the global filing classification system. If an item is classified as confidential, a dated cross reference should be made in the subject file which indicates a confidential letter/document exists in a separate confidential file. All documents must carry an appropriate classification symbol, and must be issued in numerical order.
   
• Languages
• 
  Circular letters are prepared in one or more of the organisation's six official languages: Arabic, Chinese, English, French, Russian and Spanish.  All other documents and correspondence (unless otherwise authorised by the Director of the Bureau for Finance and Administrative Services) should be prepared in English, French or Spanish (the UN's main working languages).  Letters received in Arabic with a reply also in Arabic must be accompanied by an unsigned copy in English.  This applies to letters received in all other languages that are not UN working languages.

• Clearances
• 
  Correspondence and documents containing statements of UNDP policy (other than those specifically quoted from official records, or which attempt to interpret established policy) must be submitted to the Assistant Administrator concerned.  Information to be distributed in which reference is made to an opinion expressed by the Administrator or a statement attributed to him/her must be cleared by the Administrator. All other correspondence and documents must be cleared and carry signatures according to the written policy of the respective unit or country office.

5.3 Policies

5.3.1 Definition

Records are any information, regardless of physical form or characteristic, which originate from or are received by UNDP within the framework of its official activities. Files contain records originating from or received by the organisation in written, audio, video, electronic and all other forms.  Records management relates to the creation, use and maintenance of current records in a systematic manner. Archiving deals with the preservation and maintenance of non-current records on a temporary or permanent/indefinite basis in accordance with an established retention schedule.

5.3.2 Key Objective, Core Policy And Future Directions

5.3.2.1 Introduction

In order to improve the efficiency and effectiveness of operations, promote programme quality, and enable UNDP to fulfil its role as a development agency, the following initiatives have recently been introduced:

• With the introduction of decentralisation, country offices are delegated increased approval authority, responsibility for a country office review and reporting system, and increased and independent management of financial and administrative responsibilities.
• 
   
• UNDP's adoption of modern information management technology (through the introduction of standardised office automation at Headquarters and country offices) has facilitated a much faster and efficient exchange of information. As a result, the flow of information within departments at Headquarters, country offices, and with sister organisations as well as with other offices is tremendous.

This migration toward more decentralised, automated and transparent operational practices contributes to UNDP's efficiency and effectiveness. At the same time, individual staff members have more responsibility for creating, disseminating, maintaining and preserving official records. While official records are more widely accessible, the risk of losing important official records is higher. Therefore, it is imperative that technologically up-to-date, systematic and efficient management and safekeeping of vital records occurs in an integrated and coordinated manner to accommodate fast moving, high-tech operational practices.

5.3.2.2 Key Objective

The objective of UNDP's records management and archives procedures is to establish and implement a systematic records/file management programme which enables staff members to create, maintain, appraise and preserve official UNDP records, and which ensures easy accessibility and continuity of information.

5.3.2.3 Core Policy

UNDP records, regardless of physical form or characteristic, are the property of the organisation.  They shall not be destroyed or removed from originating units, except in accordance with established guidelines, or with the approval of and in consultation with management of the originating office.

5.3.3 Filing

5.3.3.1 Subject Classification

The current classification system is presently being reviewed to take into consideration the organisation's migration toward electronic file management, and to ensure the inclusion of UNDP's many new initiatives and mandates.  Pending finalisation of the revised filing system, the existing global filing classification system is to be used.  All official files should conform to this system. It is of utmost importance that files be accurately identified.

The global filing classification system is arranged to include all possible subject matters, but it is not intended that each country office or Headquarters unit create a file for every number listed. The system should be modified according to local conditions, office size and/or range of activities.

5.3.3.2 Registry

A registry in UNDP country offices is the institutional memory for incoming and outgoing communications and files. Given country offices' leaner staffing and the introduction of electronic communications, it is the Resident Representative's responsibility (regardless of whether the registry function is centralised or decentralised) to appoint someone to ensure correspondence is correctly coded and filed, and written guidelines on internal communications and registry functions are in place.

5.3.3.3 Archiving Retention Policy

• Programme files
• 
  Documentary material dealing with policy, procedural or technical matters which may be viewed as having a permanent archival value to the organisation should be retained. A list of such files is found in section 5.4.1 Files for Permanent Retention.  Headquarters is the main repository for programme files.  Programme files other than permanent files should be maintained for a period of seven years following completion of the project.

• Financial records
• 
  The UNDP External Auditors confirmed in February 2000 that the maximum number of years which any finance file needs to be retained is ten (10). This applies to both headquarters and country offices.
• Staff members' records
• 
  Records for locally-recruited Headquarters staff and all internationally-recruited staff are maintained at Headquarters. Country offices maintain records of locally-recruited staff.  A list of permanent staff records is found in section 5.4.1 Files for Permanent Retention.  Documentation on file other than the aforementioned records should be retained for a minimum period of seven years.
   
• Valid lease agreements
• 
  Both Headquarters (Administrative Services Division) and country offices must maintain permanent records of all valid lease agreements for office space and/or housing.
   
• Other administrative, personnel, programme, organisation files
• 
  A list of permanent files/records is found in section 5.4.1 Files for Permanent Retention.
  All other files/records should be retained for a maximum of seven years.
   
• Chronological/reading files
• 
  One set of chronological and/or reading files should be maintained for a maximum of one year.
• Country offices: permanent files upon closure of UNDP office
• 
  The Administrative Services Division (ASD) will coordinate this operation.  The Office of Human Resources, Division of Finance, and the appropriate Bureau will advise the country office of files/records to be sent to Headquarters or destroyed.

5.3.3.4 Retirement of Non-Current Records

In order to prevent an unnecessary buildup of records in limited office space, file retirement should be undertaken quarterly by each organisational unit/country office. Where this frequency is not practical or necessary, files should be retired a minimum of once per calendar year. File retirement should include purging files (disposing of duplicate copies, drafts, and any unnecessary documents).

When purging files, highest priority should be given to completed or inactive files, but non-current file parts, semi-active files and files which are rarely used should also be retired. Originating offices can have access to retired files in a few days.  If necessary, retired files should be made available in one working day.

Personal and working files containing UNDP information of a non-personal nature are often maintained by individual officers for a variety of reasons. It must be remembered that these files are the property of the organisation. When individuals retire from the organisation, these files should be inspected.

Records are disposed of according to the official retention schedule. When disposal is due, the Archiving Unit will review the list of records to be disposed of, consult the originating office (if necessary) and authorise disposal as appropriate. If justified, a revised disposal date can be established and the Archiving Unit duly notified of such change. Files will be disposed of by incineration and/or shredding.

5.3.3.5 Storage of Archived Material

• Headquarters
• 
  UNDP Headquarters uses a private company for physical storage of official records. The Archives and Records Management Unit can make a computerised, itemised list of all retired files available to the originating office.  This list is an inventory of archived files which can be sorted by different categories, used to verify whether files have been retired, and to assist in file retrieval.

• Country offices
• 
  Recognising that all country offices differ, each country office must establish an area for archiving according to the following guidelines:
   
  • The files/records storage area must be secure and locked at all times.
  • Files must be easily retrievable.
  • There must be a log and master list for everything archived and its anticipated disposal date.

  It is the responsibility of both Headquarters and country offices to ensure regular monitoring of the contracted storage space.

5.3.4 Forms Management

To the extent possible, country offices should download the electronic version of forms or produce the required forms locally. The forms may be found on either the BFAS and/or OHR webpages, under the FORMS section. UNDP headquarters Administrative Services Division will continue to supply a limited amount of decals and UN forms only. The Forms Order is attached as part of the MOM and may also be found under the FORMS heading. Country offices should ensure that their account code number is clearly marked when ordering.

5.3.5 UNDP Manuals

UNDP manuals are the property of the organisation. Country offices will receive limited copies only. These manuals are issued by UNDP to offices and posts, not to individuals. It is the responsibility of the Resident Representative to ensure no manual is removed or taken by any staff member, and that all manuals are current and available for use by successive officers. With the advent of UNDP manuals being transmitted to country offices electronically, the Resident Representative should ensure that all staff have access tot he latest version of such electronic information.

5.3.6 Briefing Report and CFO

Country offices are expected to update the Briefing Report and Country Field Office Manual themselves directly into the data bases provided. Templates has been provided for uniformity and ease of inputting the necessary data. Country offices are responsible for providing the names of the two focal points who will undertake this project to HQs [chris.morgan@undp.org] to receive necessary passwords - the country office should provide to HQs the full name, position title and e-mail address of the staff members concerned.

Those few country offices who feel they will not be able to input the information directly should seek advice from the HQs focal point [mailto:%20%20fernando.manalo@undp.org]. Upon confirmation that a specific country office cannot input directly the information, the Administrative Services Division will continue to update the information.

5.3.7 Dissemination of Information of an Administrative Nature to UNDP and UN Agencies

It is often necessary to inform UN Agencies and UNDP Headquarters/country offices of certain conditions prevailing at the duty station which have a bearing on administrative formalities. This mainly (but not exclusively) concerns all aspects of mission travel in terms of the requirements of the programme government, and the services and facilities available locally through the UNDP office or otherwise. Such circulars will be broadcast by the specific country office to UNDP country offices and/or UN agencies affected.  Information copies will also be sent to the Bureau and the Administrative Services Division (ASD), who will in turn advise the UN travel service, and insert relevant clauses into the Country Field Office Information Booklet.

5.3.8 Country Office Reports

Country offices are required to forward the following operational reports to Headquarters on a regular basis:
 

Report Type	Process
Briefing report	Country offices are responsible to enter the information directly as per 5.3.6 and 5.4.3. Deadline: at least once a year
Country Field Office Manual	Country offices are responsible to enter the information directly as per 5.3.6 and 5.4.4. Deadline: at least once a quarter
Inventory/FOINVENT	Diskette required by January 31 of each year.
Vehicles in UNDP custody	Report required by January 5 of each year.
Rent roll	Report required by 7th of each month.
Local Property Survey Board and Local Contracts Committee membership	Membership lists required annually.
Local Contracts Committee activities report	Annual summary and copies of Local Contracts Committee minutes must be submitted to the secretary of the Advisory Committee on Procurement by January 15 of each year.
Office automation plan	An annual submission must be made during the early part of each year.
Hand-over reports	Described in sections 5.3.9 and 5.3.9.1  These are intended for new Resident Representatives or other new staff, and are submitted at the time of staff change. Copies must be sent to Headquarters (ASD) and to the Regional Bureau.
Security plan	Includes a list of international personnel for security purposes. Annual and semiannual lists must be sent to the UN Security Coordinator.
Country office directory	Directory of all staff.  Copies are sent to the Regional Bureau and the Headquarters Security Coordinator.
Disaster recovery plan	A one-time requirement when office automation equipment is initiated or modified.
Medical evacuation report	Annually to the Office of Human Resources (OHR).
Staffing tables	FOST quarterly to OHR.  NPPPs and SSAs to OHR semiannually.
Others	As specified in other UNDP manuals.

5.3.9 Reporting of Hand-Over Procedures on Departure

To help ensure the smooth continuity of activities and flow of information during a management change, departing senior staff (the Resident Representative and/or Deputy Resident Representative, Operations Manager) should prepare a hand-over report. This report is a formal means by which a departing staff member provides a synopsis to the incoming staff member on the status of various aspects of UNDP relationships: those with the programme government, agencies within the United Nations system, bilateral assistance programmes, aid coordination, emergency management, programme management, operations management (general administration, finance, office automation, human resources) and other related matters.  Even when it is possible for a departing staff member to organise a hand-over briefing in person, a hand-over report should be prepared as a background for discussion and for required distribution to other parties.

The hand-over report prepared by the Resident Representative should be comprehensive; those for Deputies should pertain to their specific areas of operation within the country office.  Deputies' hand-over reports should be cleared by the Resident Representative.

Detailed functions of country offices (see the Organisational Manual) may be useful as background material for preparing this document.  While a long descriptive report is to be avoided (ten pages is suggested as optimal length), country office activities should be accurately and concisely reviewed.  Information included in internal country office reports or reports submitted to Headquarters should be referred to and not replicated.  An electronic version of the hand-over report should be retained on diskette in the country office.  This should be treated as a confidential file.

The departing staff member should forward copies of the hand-over report to:

• the incoming staff member (through the Resident Representative or Officer-in-Charge, as appropriate).
• Executive Office, Office of the Administrator.
• relevant Regional Bureau.
• Office of Human Resources.
• Division of Finance.
• Administrative Services Division .

5.3.9.1 Hand-Over Report: Recommended Contents

• Relations with the programme government
• 
  General relations with relevant government ministries and agencies. Important information that may be useful to the incoming Resident Representative relative to government coordinating units and channels of communications.
   
• Relations with executing agencies, other organisations of the United Nations system and nongovernmental organisations
• 
  Analysis of relations with UN agency representation, other organisations of the United Nations system and nongovernmental organisations.  State whether coordination meetings are held regularly, and what actions need to be taken (if any) to maintain and strengthen this coordination process.
   
• Resident Coordinator functions/relations
• 
  Analysis should include actions being taken as Resident Coordinator, and relations with other UN agencies and the programme government.
   
• Relations with bilateral assistance programmes
• 
  Mode of participation and issues encountered with bilateral technical assistance in government projects. Suggestions for maintaining and strengthening these relations.
   
• Aid coordination
• 
  Existing economic and social conditions in the country, current policies and development plans.  As aid coordination is primarily a responsibility of the government, suggestions for ways UNDP could assist in improving the aid coordination function.
   
• Public relations and fund-raising
• 
  Donor linkages to identify strategies, beneficial relationships with nongovernmental organisations and other local representatives of national or international partners.

   

• Emergency management
• 
  Analysis of rehabilitation and development activities, including national systems for prevention, preparedness, coordination, cooperation, and relationships between emergency relief and development.  Where the country office experiences natural disasters, a well documented annex on steps to be taken during such an occurrence should be attached.
   
• Security situation
• 
  Current status of the security situation, including matters requiring attention (current validity of the security plan, specific precautionary matters, etc.).
   
• Programme management
• 
  Main issues relating to the status of the country programme, projects monitoring and evaluation (round table, consultative group and others, peak budgets, pipeline, etc.).  Country strategy note and possibilities for mobilising non-core funding (cost-sharing, MSAs and other trust fund allocations from global and thematic facilities such as Global Environment Facility, Montreal Protocol, etc.).  The status of each ongoing and pipeline project should not be included, as this information is available to the incoming Resident Representative in other reports.  Relevant reports submitted to Headquarters which deal with programme matters and necessary follow-up may be referred to if appropriate. Suggestions and activities underway to improve the quality of programme/project management. Issues which may have negatively affected project implementation, and remedial courses of action should be highlighted.
   
• Operations management
• 
  Comments on the current organisational structure of the country office (chains of command, lines of authority, areas requiring streamlining and strengthening). Chronic and recurring problem areas should be highlighted; suggestions for possible remedial or follow-up actions should be included. The general administration, finance, office automation and human resources situation should be reflected.  Departing staff members should emphasize recommendations for follow-up actions on the various issues.
   
• Human resources
• 
  Organigram, office work plan, current status of staff assigned to the country office, FOST, staff members' perceptions of their functions, morale in general.  Adequacy and condition of services, functioning of the PAR/MRG system, implementation of the national officer scheme.  Local salary structure, NPPP scales, Appointment and Promotion Panel, training plan, staff association, etc.  Suggestions for necessary follow-up action.
   
• Finance
• 
  Government contributions (outstanding pledges, GLOC).  Finances (budget, status of allotment, extrabudgetary funds, add-on funds, ARLs).  Accountability (certifying and approving officers for both finance and pouch, bank accounts, bank signatories, petty and safe custodians, delegation of procurement authority, imprest level, bank agreement).  Audit (latest audit reports).  Views about possible risk areas, and how effective financial management and internal controls may be maintained and strengthened.
   
• General administration
• 
  Problems requiring follow-up regarding housing in general and the status of the briefing report.  Country office premises, dispensary and commissary operations (if applicable), inventory.  Local Property Survey Board, Local Contracts Committee, transportation, equipment, communications (fax, telephone, e-mail, pouch, telex), changes to be introduced or consolidated to ensure the most cost-effective use of communications means.  Existing service contracts for travel, maintenance of premises and local area network (LAN) support.
   
• Management information systems and office automation
• 
  Status of office automation (including the use of computerised management information systems), the adequacy of infrastructure and of the office automation plan.
   
• Common premises
• 
  Common premises agreements (if applicable), agencies sharing, CSA summary, floor plan, any subcontracting arrangements, budgets, etc.
   
• Other matters as appropriate
• 
  Issues not covered in the areas above which might have a direct and/or indirect impact on country office operation for both programme and administration.

5.4 Related Information

5.4.1 Files for Permanent Retention

• Staff members' records
  • personal history form P.11
  • marriage certificates
  • change of marital status
  • divorce decree
  • birth certificate
  • adoption papers
  • national status of staff with more than one nationality P.78
  • change of nationality
  • notice of the Secretary-General's authorisation for appointment
  • designation, change or revocation of beneficiary P.2
  • certificates, diplomas, etc (additional education)
  • results of language examinations
  • honors for work outside the UN
  • honors for work in the UN
  • letters of commendation
  • personnel record/fact sheet
  • change of address
  • personnel action form P.5
  • settlement of final entitlements upon separation P.35
  • final clearance certificate
  • cost sheets for junior professional officers
  • personnel payroll clearance action
  • offers of appointment
  • notice of termination
  • report of service-incurred accidents or illness
  • change of medical classification
  • copies of performance reports/appraisals
  • confidential correspondence

   

• Programme/project files
  • project proposals
  • project requests
  • final report
  • signed project document and revisions
  • final project budget
  • evaluation reports
  • documentary material such as that dealing with policy, procedural or technical matters which may be viewed as having a permanent archival value to the organisation

   

• Administrative records
  • inventory of non-expendable property
  • certifying officers
  • credit union
  • customs clearance and import procedures policy (country office)
  • disposal of office equipment (Headquarters and country office)
  • manuals and handbooks
  • survey board minutes (Headquarters and country office)
  • office establishment/leases (Headquarters and country office)
  • policies and procedures
  • contracts and procurement (Headquarters and country office)

   

• Personnel administration records
  • duties, obligations and privileges of staff (hours of work, official holidays)
  • salaries and related allowances (scales, language allowance, post adjustment, daily subsistence allowance, special post allowance, overtime and compensatory time off, advances)
  • Appointment and Promotion Board (Headquarters and country office)

   

• Public information activities
  • policy
  • Consultative Committee on Public Information
  • individual publications
  • special articles
  • public information (including UN Day and Human Rights Day)

   

• Organization records
  • legislations (Omnibus Statute, resolutions, consensus)
  • major studies
  • participation in UNDP
  • channel of communications (governments, agencies)
  • management inspections
  • cooperation and consultation
  • Resident Representatives (global, regional, other)
  • machinery of UNDP - organization and management
  • Administrator and Deputy Administrator
  • governing council (terms of reference, rules and procedures, members, meetings, representation, committees, reports)
  • Advisory Panel for Policy Planning
  • conference planning

5.4.2 Global Filing List

• To view on web browser
• To download in Word95 format

5.4.3 Instructions on Updating and Completing the Briefing Report Template

1. Open the Netscape Navigator
2. Change the URL address to - http://stone.undp.org/main/undpintra.cfm
3. Type your Login ID and Password. Then click on the Briefing Report Edits on the Country Management section
4. Choose Region and Country and enter information on the template.
5. Assistance on the template headings is given below.

• Country Information: - Country information automatically inserted into the Briefing Report through completion of the CFO: i.e. Mail Address, Street Address, Telephone, Facsimile, FO Email, CO Registry Email Address.
• I    Introduction to the UN System in _______ - UN Agencies - automatically inserted from the CFO - Mission Statements: country office to insert
• II    Living in ______________ - Physical Features, Climate, Natural Resources, Political & Administrative Organisations, Development Indicators, People, Language, Religion, Education: country office to insert.
• III    Living in _______________ - Spouses and Employment Opportuntieis, Shopping and Markets, Food and Restaurants, PTT, TV, Radio and Internet Services, Things to Do, Travelling in this country: country office to insert - Official Holidays: automatically inserted from the CFO - UN Services: country office to insert.
• IV_____________Values - Expatriate Overviews, Hints on Food, Gifts and Social Dos and Don’t's: country office to insert
• V    Pre-Departure to _____________ - Pre-Departure Check List country office to insert - Visa Requirements: automatically inserted from CFO - Other Visa Requirements, Travelling to this country, Pets, Shipment Information/Importation: country offices to insert
• VI    Getting Settled in ___________ - Arrival Check List, Hotels, House Hunting, Furniture/Appliances, Household Help, Utilities, Range of Monthly Costs, Vehicles, Banking, Schooling, Health, Security, Insurance: country office to insert
• VII    Useful Information - Background Reading, Other Phone Numbers: country office to insert - Phone Number: automatically inserted from CFO.
• The date of update will automatically appear.

5.4.4 Instructions on Updating and Completing the CFO Template

1. Open the Netscape Navigator
2. Change the URL address to: http://stone.undp.org/main/undpintra.cfm
3. Type your Login ID and Password. Then click on the "Submit" button
4. Look for "Country Management" and Click on CFO Edits
5. Choose Region and Country and enter information on the template.
6. Assistance on completing the Briefing Report template headings is given below.

[To start a NEW line, it is necessary to put <BR> at the end of a sentence]

• Country information - Automatic input by DIMA.
• UN Resident Coordinator/UNDP Resident Representative - Information inserted by OHR.
• UNDP Personnel Country office to input. However, the names of staff must be added to the UNDP Staff Data Base prior inclusion. [If in doubt contact DIMA chris.morgan@undp.org
• Mail Address / Street Address / Principal Telephone Format / Principal Facsimile Format - Country office to input.
• Additional RR responsibilities - Country office to input
• URL - Country office to input [CO homepage address]
• Country/Org last updated at: - Automatic input by DIMA
• Telephone-format/Fax-Format/ Email and Registry Email - Country office to input
• Covered by: - Country office to input [Multiple choice]
• Region/Inactive - Default is No & No [leave as is]
• Other UN Personnel / UN Examining Physicians / Agencies with Office in Country / Coordinating Unit and Channels of Communication for UNDP Matters / Hours of Work ; Official holidays / Visa Requirements / Innoculations / Hotel Accommodation/ Transportation. - Country office to input.
• Non Viewed Remarks - Country office to input.
• Satellite A Satellite B Satellite M - HQs Technical Services Division [TSD] to input
• URL for Info - Country Office to input
• The date of update will automatically appear.