Annex B   

Annex B:  Request items by document reference and indicate which should be sent as attachment to E‑Mail, as fax or by pouch.  At present most of this material is available only in English.
     
We would appreciate advice from offices as to which selected items would be best translated into a local language. Length of documents is identified at end of reference [pp__]. 

Para.  #	
BRIEF Description of RAMP Background Information	
Page #	
B.00	Introduction to package [sent as E-mail]	2	

B.01	
Overview	
2	

  B.02	
Ramp Programme & Related Issues	
3	
B.03	RAMP  Related Manuals & Training Guide	3	

B.04	
Global Classification Guide [GCG] 	
4	

B.05	
Supplies and Equipment     	
4	

B.06 	
UNICEF Manuals	
4	

B.07	
Appraisal, Destruction, Retention	
5	

B.08	
Alternate Media of Storage, Microfiche, CD-ROM	
5	

B.09	
Field Experience, Lessons Learned	
6	

B.10	
Electronic Records, E-Mail , Recent Pilots & Doc Management 	
6	

B.11	
Historical Records and Research	
7	

B.12	
Evaluating Alternate Storage Sites for Records 	
8	

B.13	
Authority for Records and Archives	
8	

   	Check items required and Send to RAM unit, NYH H‑12G
. FAX  212‑303‑7989. or Internet: jmanfredi@unicef.org

INTRODUCTION to  items included in standard Email

B.00.	Sample of Record and Archive Management generic advice 
     	to field offices. Annex B is the full RAM order list. [RAM/1997-104], [pp002]
 
00.A.	Annex A   is a description of the items most requested by Field Offices [and all will be sent via pouch][RAM/1997-095], [pp002].
     
00.B	Annex B   is a more complete list of items available.  You may order any of the additional items listed. [as of Aug/1996] 	[RAM/1997-096], [pp006]
     
00.C	Annex C,  provides further details e.g. Field Experience, File codes, plans/status of PC software development [RAM/1997-097], [pp002]
     
00.D	Annex D   explains the Documents, Manuals, Publications and Forms [DMPF] Series Register [RAM/1997-098], [pp001]
     
00.E	Annex E   List of Main Terms and Codes of Global Classification Guide.[RAM/1997-099], [pp001]

OVERVIEW
     
B.01.	[CF/NYH/IRM/RAM/1998‑0573]   A revised version of the Records and Archive part from "Establishing Functions Within a UNICEF Office"  [CF/EXD/IC/84‑14 & Manual listed as  CF/MN/B.E/1984]"[pp 02]. This 3 page excerpt is from draft IRM revision registed as CF/NYH/IRM/1994-094][pp03]
     
1.a.	 [CF/NYH/IRM/RAM/1996‑176]  The Records and Archive part of the reissuance of the document distributed as "Setting Up Operations in Field Offices" under cover of CF/IC/1996‑016  [Manual CF/MN/B.E/1996]. The two pages on Records & Archive Management are in Chapter 6, page 6 & 7 [pp 02].

1.c.	[CF/NYH/IRM/RAM/1997‑100]  The Records and Archive Part of the draft IRM Manual for Field offices. The final version will include a consolidation of information [pp 08] [only paper & PDF? file of Draft]
	
1.d	[CF/NYH/EPP/RAM/1997-290] Main Goal of the Records and Archive Management Unit and seven sub-goals:  Main= Support  identification, protection and continued access to all UNICEF Records and Archives irrespective of the media, method, location or time of: creation; transmittal; or storage. Sub-Goals=Specifically: Encourage unique identification of groups of records; Develop decision aids for “appraisal value” recommendations; Support “reuse” of UNICEF information; Update instructions and monitor training;   Identify unit responsible for issuing  “essential” UNICEF document or record series;  Oversee transfer of  historical record or document series to long term preservation or greater accessible alternate media of storage; and  work closely with  international community to obtain and provide professional information and advice  

1.e	Note: For 19 Archives and Records service areas in UN Community request UN/CS/WG/ARM/1997-001 Annex 2. [Unicef register # CF/NYH/IRM/RAM/1997-231/Anx.02].  The full report of the UN Common Service Working Group on Records and Archives from 20 June 1997 is available and was transmitted under cover of  doc registered in UNICEF as CF/NYH/IRM/1997-230  dated 01 July 1998.

RAMP Programme & Related Issues
    
B.02.	CF/NYH/IRM/RAM/1997‑094] "Records and Archive Management Programme (RAMP) and Related Issues for UNICEF Offices" further describes many of the items listed below [pp006].  It specifically highlights: 
     
2.a	[CF/NYH/IRM/RAM/1993‑095/R02] one page "RAMP Quick Steps for evaluating your current status and developing a simple RAMP related work plan [pp 01]; and
     
2.b	[CF/NYH/IRM/RAM/1997‑096] Ten page "RAMP Order List" with detailed descriptions for easily requesting additional RAMP information [See Annex B] [pp010]

RAMP Related Manuals & Training Guides
     
B.03.	This section is under major revision:

03.a 	The Sections of the draft RAMP Generic Workbook are available for review and comment:  [Note this workbook-manual is not software specific]
•	CF/NYH/EPP/RAM/1999-439:  Unit 1 = Over view of the units and topics covered as well as description of workbook annexes available or being developed.
•	CF/NYH/EPP/RAM/1999-440   Unit 2	Why Records and Archives Management?
	organizational benefits and objectives.
•	CF/NYH/EPP/RAM/1999-441   Unit 3	Definitions and Roles , and responsibilities of staff, Key RAMP terms, identifying  work units
•	CF/NYH/EPP/RAM/1999-442   Unit 4	Identifying the Originating Office and the records created
•	CF/NYH/EPP/RAM/1999-443   Unit 5  Grouping Records for Major Series Inventory, How list Record Series/Sub Series, Who needs to know in an office 
•	CF/NYH/EPP/RAM/1999-444   Unit 6	Locating, Identifying & Labeling Folders,  Information necessary, recommended steps
•	CF/NYH/EPP/RAM/1999-445   Unit 7	Registering & Tracking Correspondence or Other Items so that they can be easily retrieved,. Unique prefix and additional procedures required to track actions.
•	CF/NYH/EPP/RAM/2000-021   Unit 8	Accelerating Records & Archives Management for Office Reorganization, Modernization & Relocation; Actions necessary and RAM-related priorities.
•	CF/NYH/EPP/RAM/1999-481   Unit 9	Managing Electronic Records & Archives including EMAIL [very early draft needs major revision  after decision on Lotus notes e-mail implications 2001];identify, manage and protect electronic, Internet or Intranet-distributed and email records; On-line, near-line and off line storage procedures, Hidden costs of not investing in appropriate and secure storage of electronic records.
•	CF/NYH/EPP/RAM/2000-008   Unit 10 	Maintaining & Protecting Records & Archives; working records and non-current records. 
•	
03.b 	Annexes of the early draft RAMP Generic Workbook chapters are available for review and comment:  [Note these annexes are not software specific except for details given in Annex D]
•	CF/NYH/EPP/RAM/1999-058   Annex A. Global File Classification Guide [GCG] Codes  [this is to be further developed in part based on items listed in section B & B.04 of this document.	[CF/EXD/1990‑002/ANX.1], CF/NYH/IRM/RAM/1997-097, CF/NYH/IRM/RAM/1997‑099, with descriptive reference to CF/NYH/.IRM/RAM/1996-230; /1997-067, -068, -069. How to link  items with a GCG code; obtain detailed GCG codes for subjects of interests; and reasons for using a thesaurus and /or vocabulary control list
•	CF/NYH/EPP/RAM/2000-002   Annex B. Appraisal, Retention and Disposal of Records; determine which records are kept and which are discarded.
•	CF/NYH/EPP/RAM/2000-???   Annex C. Additional Definitions and reference to RAM terms.
•	CF/NYH/EPP/RAM/2000-???   Annex D.	RAMP Automation Tools; computer-based, automated tools and software to assist records management and archives. e.g TRIM Off the Shelf Package, MS-ACCESS or Other Database, reference to Training Exercises Using a RAMP DB Assistant
•	CF/NYH/EPP/RAM/2000-058  Annex E.	Sample Forms and Reports used for records and archives management.
•	CF/NYH/EPP/RAM/2000-059   Annex F.	Supplies may be available at the field office, or from HQ, to help you manage records at the field office.

03.c 	A new Records and Archive Management Programme [RAMP] software [TRIM] replaced the former tool at headquarters [RAMP-WANG]. A number of chapters of the training manual were developed [or planned] for RAMP-TRIM. They are being tested during implementation at NYHQ and may be requested for review and comment.  Each chapter includes key learning points and “self-test” questions and answers. Note: the RAMP-TRIM Chapters are specific to the TRIM software from TOWER and related to the way it has been implemented at NYH.  Decisions on implementation of RAMP-TRIM or an alternative software to serve as the RAMP software tool at other locations will not be made until 2001.
•	CF/NYH/EPP/RAM/2000-131  Chapter 1 =  Overview or RAMP-TRIM and Organization Work Unit			
•	CF/NYH/EPP/RAM/2000-132  Chapter 2 = Series of Records	
•	CF/NYH/EPP/RAM/2000-133  Chapter 3 = Folder Listing 
•	CF/NYH/EPP/RAM/2000-134  Chapter 4 = Shipment/Transfer - Box/Container	
•	CF/NYH/EPP/RAM/2000-129  Annex A  Procedures for Quick Entry [Getting to Know RAMP-TRIM] 
•	CF/NYH/EPP/RAM/2000-129  Annex B  Find Records Basic	B-1
•	CF/NYH/EPP/RAM/2000-158  Annex C  PC Print Instructions   Formats, Reports and Labels	
•	CF/NYH/EPP/RAM/2000-120  Annex D  Local File folder codes and GCG	
•	CF/NYH/EPP/RAM/2000-111  Annex E  RAMP-TRIM Training Modules	
•	CF/NYH/EPP/RAM/2000-110  Annex F  RAMP Management Briefing Questions Why Standard Filing?,  Elements of Standard Filing,  Divisional Action Plan
•	CF/NYH/EPP/RAM/2000-141  Annex G  Ramp Related UNICEF Policy and Procedure guidelines	

Additional RAMP-TRIM chapters and annexes are under consideration 
•	Chapter 5.  Retrieval / Withdrawal     From storage areas or other offices	
•	Chapter 6.  Item / Action Tracking     Basic Correspondence & other Items	
•	Annex H  Trainers Lists , Materials, Props used, Topics covered	
•	Annex S  Finalizing a Transfer/Shipment	
•	Annex T  System Admin - Transfer and Tracking functions
Also suggested from “one-on one” training]
•	Chapter 7.	Global Classification Guide [Record Plan]
•	Chapter 8.	Official Document Index/Inventory [Repository Worthy]
•	Chapter 9.	Appraisal (Decision Assist: Value) 
•	Chapter10.	Management Briefing and Action Plan for Division/Office [see annex F] 

03.d 	The former UNICEF Policy and Procedure manual [CF/MN/P.J/10], Book J Admin, included a Chapter [Chap 10] on Records and Archive Management  [includes: log, code, protect, inventory, appraise, retrieve, & disposal of records.] [pp 170?]Last revision electronic copy registered as: CF/NYH/…
•	IRM/RAM/1993‑201 [pp0??]"Chapt 10 Table of Contents; 
•	IRM/RAM/1993-202 [pp0??] Ch 10. Sect 1, Overview
•	IRM/RAM/1993‑203 [pp0??] Ch10  Sect 2,  Classify, Code, Log
•	IRM/RAM/1993‑204 [pp0??] Ch10  Sect 3,  Maintain, Protect Records
•	IRM/RAM/1993‑205 [pp0??] Ch10  Sect 4,  Inventory, Appraise, Review, Retention
•	IRM/RAM/1993‑206 [pp0??] Ch10  Sect 5,  Transfer, Retrieve Records
•	IRM/RAM/1993‑207 [pp0??] Ch10  Sect 6,  Dispose of Records
•	IRM/RAM/1998‑563 [pp0??] Chapt 10  Sect 7,  Accelerated RAM Programme [for office Reorganization, Modernization or Move
     
3.e	Excerpts from former RAMP-WANG Train Manual which may be of interest:
•	[CF/NYH/IRM/RAM/1992‑025]  Chapt. 2 Series of Records [pp 014
•	Note:  "What is a Series & determining features"[see para 2.1., 2.2, & 2.4.1]; [pp??]
•	[CF/NYH/IRM/RAM/1992‑026] Chapt. 3 Folder Listing [pp 018]
•	Note: "File Folders (within a Series) features" [see para 3.1.1, 3.1.2] [pp??]
•	[CF/NYH/IRM/RAM/1993/194/Rev.1]  Sample Registry Log and Coding/Routing Tips [pp???]
•	Other  Parts form the Ramp Training Manual may also be of interest, Request:
•	CF/NYH/IRM/RAM/1992-030, Chapt 1: Overview & Organization of Work Has subfile ram94060 & ram94061
•	CF/NYH/IRM/RAM/1992-027, Chapt 4: Shipment/Transfer - Box/Container
•	CF/NYH/IRM/RAM/1992-110, Annex S: Finalizing a Transfer Shipment

GLOBAL CLASSIFICATION GUIDE [GCG]
    
B.04.	[CF/EXD/1990‑002/ANX.1] Skeleton Global Classification Guide (GCG)   Breakdown of GCG draft codes/terms & sub‑codes are available. Note Annex C [CF/NYH/IRM/RAM/1997‑097] para 2[pp???] and also Annex E [CF/NYH/IRM/RAM/1997‑099], in intro section above with descriptive reference to CF/NYH/..
	-	 IRM/RAM/1996-230
-	IRM/RAM/1997-067
-	IRM/RAM/1997-068
-	IRM/RAM/1997-069
     
SUPPLIES & EQUIPMENT
 
B.05.	[CF/MN/P.J./10.3/APX.A] Recommended RAMP Supplies & Manual Equipment. (Admin Manual, Chapter 10, Sect 3, Appendix A) also registered as CF/NYH/IRM/RAM/1993‑204 [pp014].also noted in para 3 above
     
5.a	[CF/MN/P.J/10.03/.E]  Exhibits of RAM related supplies and Equipment. Adm Man, Chap 10, Sec 3, Appendix A/Exhibits [pictures or product literature further describe equip. or supplies]. Also registered as CF/IRM/ISS/RAM/1996/106.  [pp 023] [only paper & Tiff or PDF? file available]
     
5.b	[CF/NYH/IRM/RAM/1996‑014] Specifications for lateral file units to accommodate various sizes of files, binders, file boxes and hanging folders [pp???]. 
     
UNICEF MANUALS

B.06.	[CF/NYH/IRM/RAM/1994‑125] "The Manuals Effort"[status of manuals & guidelines ‑ which may be ordered directly from work unit/person responsible as identified on the list]. This list is being revised based on information collected by the PROMS team which will produce a CD‑ROM containing manuals for distribution to all Offices in early 1997.[pp???] 
     
6.a	[CF/DC/ROM/1997‑001]  CD‑ROM to be issued during 1997 to all offices. The PROMS "POPP UP" CD‑ROM[CF/DC/ROM/1997‑001]  Titled: "Policy and procedures for UNICEF Programming".  This will Contain all UNICEF manuals which have been provided by the originating office responsible for specific manual content. 

	6.b	See also ANNEX D mentioned in Intoduction above RAM/1997-098], [pp001]
     
APPRAISAL, DESTRUCTION, RETENTION
    
B.07.      Appraisal, Destruction/Retention of Records 
     
7.a	[CF/NYH/DFM/1994/05]  Financial Records:   "Financial Circular Number 25, Revision 1"  [CF/FC/025/R01]; Mar 1994 [Dest./Retention Financial Records] [pp???] 
     
     	7.b	[CF/SU/IN/1984‑094] Supply Records: "Supply Division Instruction No. 94"; 7 May 1984 [Dest./Retention Supply Records see para 8] [pp??] [RAM01011.tiff or PDF file available] 

     	7.c	[CF/EXD/1995‑023]   "Cleaning Up of Records".  Instruction from Executive office directed to NY staff concerning clean up of files.  The guidelines are useful for all offices to reduce space requirements in all premises and identify materials that need to be properly appraised, preserved and subsequently archived. Directors co‑ordinate the clean up process with the criteria defined.  Does not replace the established procedures for managing and archiving UNICEF records.  However, every staff member instructed to devote one day to cleaning records in his/her work area.  Identifies records categories which may be discarded and encourages all staff to properly list their important, and/or historical records.
     
7.d	[CF/NYH/IRM/RAM/1993‑174 & 176] "Appraisal for Total Retention Time (TRT)"Appraisal Grid; Adm. Man. Chapt/Sect 10.4 Appendix C [CF/MN/P.J.10.04/C].  Used to determine retention periods for records based on criteria of "Type of Record" and "Importance of Activity" which the records cover. The types of records are identified as: Policy/Precedent; Routine/Transactional, Background or Temporary.  The importance of 	Activity are identified as: Facilitative (support/promote main activities, e.g. Housekeeping records) or Substantive (Unique to UNICEF mandate and mission, e.g. main programme 	activity.), [pp002]    
     
     	7.e	[CF/MN/P.J./10.1] Define Records Terms; Adm. Man., Chap/Sect 10.1 & Appx.C [pp???]   See RAM/1993-202 in para 3 above
     
     	7.f	[CF/IC/1986‑112] "Appraisal Standards ‑ Separating Records" [pp???] 

ALTERNATE MEDIA OF STORAGE, MICROFICHE, CD‑ROM 

B.08.	[CF/NYH/IRM/RAM/1993‑057 of June 1993] Describe Document Series, Status of issuance and alternate Media of Storage [CD‑ROM or microfiche availability]. [pp013]
	 See Annex D mentioned in Introduction para B 00 for detail RAM/1997-098], [pp001]

8.a	[CF/MN/P.J/9.4]  Alternate Media of Storage: Adm. Man., Chapt/Sect 9.4: [Microfiche Services); Paper copy available.  Electronic version also registered as RAM1994-083, RAM1997-105 [may need reconversion from 9554K wang doc] [only paper & Tiff or PDF? file available]
   
8.b	[CF/IB/83‑12 Attach 2/Rev.9, 4 Jun 93.]  Documents Series: Number of Fiche, fiche availability in six official lang., and reader/printers at NYH Latest info registered as [CF/IRM/RAM/1996‑???] [pp???].Electronic update now in Access table - Report can be generated] [only paper & Tiff or PDF? file available at present]

FIELD EXPERIENCE, LESSONS LEARNED
    
B.09.	Recent Field office Experience: [See  annex C par 1 note [ram97097], described in Intro above B.00]:
     
9.a	[CF/NYH/IRM/ISS/1995‑041] 23 Feb 95 "WCARO Trip Report" [pp???] " [also registered as RAM/1998-571] and
     
9.b	[CF/NYH/IRM/ISS/1995‑042] of 28 Apr 95 "Filing and Records Management in WCARO". [also registered as RAM/1998-572]
	
9.c	Charts incorporated in paper copy of above are in Harvard Graphics for Dos. CF/NYH/EPP/RAM/1998‑0582  is list of the individual charts available Annex 1 : Learning Aids and Training Materials. 

ELECTRONIC RECORDS, E-MAIL, RECENT PILOTS & Document Management

B.10.	[CF/NYH/IRM/RAM/1998-320] DRAFT Issuance setting out Policy for  E-Mail, Internet Monitoring and Electronic Records: restates  basic assumptions and identifies responsibilities of staff for protection of electronic message records. Related drafts of Procedure and user detailed guideline is referenced

10.a	[CF/NYH/IRM/RAM/1998-176]  Draft UNICEF E-Mail, Electronic Records and Internet User guidelines [With Focus on: Access, Authority, Responsibilities and Protection of Electronic Records] with sections on security, passwords, private messages, content responsibility,  appraisal and long term storage, Size of Messages and Attachments, E-mail Bulletin Boards, general E-Mail etiquette, mobile e-mail procedure, short list archive guideline.
	
10.b	[CF/NYH/IRM/RAM/1996-298] Draft Appraisal Grid and E-mail Categories for transfer/Store. The rules to secure electronic records will be reflective of destruction retention schedules [e.g. Financial Circular 25/Rev.1 and general appraisal grid for specific types of records]. Comparison of records to be sent to Electronic stores to those stored in manual file areas:

Pilot for Correspondence Action Tracking [see Annex c para 3.c.2 note]
    
10.c	[CF/NYH/IRM/RAM/1996‑194] "Introduction To TRIM for Correspondence Action Tracking" using TRIM 3.1, a one page summary of the main features of software being used for OED pilot [pp001].
     
10.d	[CF/NYH/IRM/RAM/1997‑014] User introduction sheet for demo's and UNICEF TRIM Pilots using TRIM 3.1, contains information on Registering Items, Tracking Actions, Adding Notes and Closing Actions [pp003]

	10.e	For previous issuances Related to E-mail see;
-	CF/EXD/1996‑015 of 03 October 1996 (Use of Electronic Mail)
-	CF/IC/1996‑017 (A Guideline on Using cc:Mail),
-	CF/IC/NYH/1994‑011 (E‑mail etiquette) and 
-	CF/EXD/1983-2867 (Records and Archivesj.
-	UN/ST/AI/386 Electronic Mail Policies and Standards 23 Aug 1993 [RAM/1996-299.

10.f	 UN/ACC/ISCC  recent issuances on Document Management seeAdministrative Committeeon on Coordination/ Information Systems Coordination  Committee] Restricted Web site : [http://www.unsystem.org/iscc_focals/index.html ]  Pass word !ISCC. Available for viewing by UN community:
-	UN/ACC/1998/ISCC/12: 30 June 1998 "Executive Statement of the ACC regarding Migration to Contemporary Document Management" which includes High-level Requirements including the core set of meta-data recommended for all UN Agencies [see Annex]
-	UN/ACC/1997/ISCC/4 _ Annex II of 12  November 1997 "Strategies for Implementing Document Management Technology"

10.g 	For a draft Information Gathering and Problem Solving paper on Concepts and Strategy concerning E-mail see CF/NYH/IRM/RAM/1996-278  Philosophical perspective, Technical Basics, Storage automatic selection, Cost & automation Process  and Annexes: related to E-mail:, User Concerns with Implementation, common questions,.Back up schedule & Disaster Recovery Plan, Cost of Disk Space Comparisons,  DB Tables for Tracking Backups, .System type Identification General, , frequency, generations, 

10.h	CF/NYH/ITD/RAM/1998-0260/R01 UNICEF Position on Tower/Trim.  Used in response to internal queries, with UN colleagues and at Trim Informal user group: 1998-1999.  1) replacing our WANG Pace RAMP [Records and Archive Management Programme] system with TOWER Trim RAMP by end of 1999. 2) using TRIM for our Executive Office Correspondence Tracking for almost three years. 3) UNICEF docs management item level registration,  hoping to use the TRIM package during 2000-2001  to store one copy of each organizational original document in the native format.  A assume that other applications will be used as the document creation or distribution package [ e.g. ; word, Lotus notes, folio views or structured text format on web sites etc.).  General info on Tower/TRIM: at   http://www.towersoft.com.au/main.htm

HISTORICAL RECORDS and RESEARCH
     
B.11.	[CF/NYH/IRM/RAM/1995‑234/R01] E‑mail Listing of the Historical Monographs from the "CF/HST/MON" series which may be viewed in the NYH Library or Ordered from the NYH Documents and Reproduction Unit [pp003]. Document CF/NYH/IRM/RAM/1995-216 is a fuller description of each History monograph in Word format.
     
11.a	[CF/NYH/IRM/RAM/1996‑216] List of main Series of Records maintained as part of the History project collection [under review/development].
     
11.b	[CF/NYH/OSEB/HST/1996‑251] Table of Contents, Cover page and preface from the History of Bangladesh and UNICEF "Protecting Children, Protecting the Future: The story of Unicef in Bangladesh." by Wah Wong.  This may be useful as guide on format for other offices or Regions completing History.[pp09] [only paper & Tiff or PDF? file available]
     
11.c	[CF/NYH/IRM/RAM/1998-574] Excerpts from  ICA/SIO UNESCO Web page has information of interest to UNICEF Researchers.  Go to: http://www.unesco.org/archives/guide/uk/unicef Site includes 1.Practical information, a.Address b.Opening hours c.Working languages ;2.Presentation of the Organization; 3.Brief administrative history a.Origins b.Member States c.Structure; 4.Description of the Archives Service; 5.Description of the archival series;  a.Archives holdings b.Archive groups/series, c.General finding aids d.Finding aids by archive groups/series; 6.Research strategies; 7.Access rules "This Guide to the archives of intergovernmental organizations is a joint project between UNESCO and the International Council on Archives, Section of Archivists of International Organizations (ICA/SIO).

11.d	[CF/NYH/IRM/RAM/1997‑071] Researcher Guide to UNICEF Records and Archives. It includes or provides reference for:  Procedures for reviewing records; Overview types of records available; Work units to contact regarding records; Access conditions UNICEF records CF/AI/1983‑359 para.4 ;  Sample Records & Archives Researcher Background Request form & Sample Researcher Guidelines for use of UNICEF Records; Details on records available in RAMP database;  Charges, reports and references; Samples of recent research;  Former staff: contact procedure; Access conditions UN records UN/ST/SGB/242 & AI/326 [Contact UN Archives for most recent policy and procedure]; Note on Appraisal Values and Disposal Decisions; Interviews and Plans/Guidelines.

11.e 	[CF/NYH/IRM/RAM/1998-054] This is Annex A to Researcher Guide to UNICEF records mentioned above [RAM97071]. Annex A lists related information available with Document number in MS Word or ASCII Text format

B.12.	EVALUATING ALTERNATE STORAGE SITES FOR RECORDS. 

12.a	[CF/NYH/IRM/RAM/1993‑052/R02] Archival and other Non‑current Records: Types of Facilities & Services Recommended.  Information on Security, Location, Space 	Layout, Equipment, administration, staff, physical plant, legal and research related items. 	Good detail on issues to consider when evaluating options. [pp025]
     
12.b	[CF/NYH/IRM/RAM/1993‑055]  Reference works to be consulted for evaluation of Archives Facility or Non‑Current Record Storage Area [and reference to UNICEF response on related subjects] [pp002] 
     
B.13.	AUTHORITY FOR RECORDS AND ARCHIVES
     
13.a	CF/EXD/1983‑2867. UNICEF Records and Archives. This Executive Directive states general rules with regard to preservation of records of UNICEF in accordance with United Nations practice and prescribes custodial responsibility."Archival material & records of UNICEF are inviolable and may not be destroyed or removed from UNICEF premises without specific written authorization....records may be made available to UNICEF/United Nations officials and other interested parties subject to any conditions under which the material was accepted..." [pp001] [also registered as RAM94209.doc]
     
13.b	CF/AI/1983‑359.  Procedural Guidelines for UNICEF Records and Archives. This Administrative Instruction identifies responsibility of Records and Archives Management Unit and individual section/units for: management, preservation, conditions for temporary retention, transfer of non‑current records, conditions of access and disposal.  It identifies individual staff members responsibility, legal title and inviolability of records, archival guidance to offices away from Headquarters and explanation of terms.[pp005] [also registered as RAM94210.doc]

	United Nations Archives and Records [http://www.un.org/Depts/archives/index.html
     
13.c	*UN/ST/SGB/242. United Nations Archives and Records Management. Rules with regard to management, utilization, preservation and disposition of United Nations records.  Includes preservation and servicing of archival records of the United Nations, both paper based  and electronic, that should be preserved because of their administrative, legal, historic, or other value as evidence of the official business of the United Nations. 26 June 1991 [pp002] available on UN ODS system [paper copy of full document registered in UNICEF as CF/NYH/EPP/RAM/1999-0220] [Tiff or PDF file available]
	see also http://www.un.org/Depts/archives/index.html  
     
13.d	*UN/ST/AI/326 The United Nations Archives.  Responsibilities of units and secretariat members: management & preservation, transfer of non‑current records, conditions of access, disposal, conditions of temporary retention, legal title to records, inviolability of records. Archival guidance to other UN organs and Secretariat units away from Headquarters. Explanation of terms.  Guidelines concerning classification and declassification of the records and Archives of the Secretary‑General; safeguarding classified records and filing separately.    28 December 1984 [pp006] see http://www.un.org/Depts/archives/index.html [paper copy of full document registered in UNICEF as CF/NYH/EPP/RAM/1999-0221]   [Tiff or PDF file available]

Note: Excerpts of the relevant parts of the two UN documents listed above are also provided and registered as:

13.e	CF/NYH/IRM/RAM/1998-070 for access to UN Records and Archves.

13.d	CF/NYH/EPP/RAM/1999-219 for UNICEF RAM Officer roles and Instructions relating to UNICEF & UN Archives Cooperation.
     
       [Note the above information superseded RAM/1996‑046 Annex B]