Unit 08: 	Accelerated Records an Archive Management for Office Reorganization, Modernization & Relocation
08.01	Overview of Unit 08: Accelerated RAM Programme	2

08.02	Background							2

08.03	Roles and Responsibilities					3

08.04	Reference: RAM-related Guidance				3

08.05	Actions Recommended					4

08.06	Services Required						4

08.07	Services Recommended					4

08.08	Separation of Records					5

08.09	Planning and Further Contact with RAM, NYHQ		6

08.10	Ongoing Communication Objective				7

08.11	Records Cleanup						7

08.12	Progress Check						9

08.13	Summary												10

08.01		Overview of Unit 08:	Accelerated RAM Programme

Certain actions must be taken in order to ensure proper Records and Archives Management during field office reorganization, modernization and relocation.  This often means implementing RAM programmes to avoid difficulties. 

In the other units of this workbook instruction is provided on how best to carry out the Records Management functions of an office.

Unit 8 explains the most important:
•	Actions necessary to undertake an accelerated RAM programme 
•	RAM-related priorities during office reorganization, modernization and. relocation.
08.02	Background

Offices that are planning to reorganize or modernize their existing office space or move to a new location should begin immediately to list and evaluate their current and non-current records.  This accelerated programme should seek to introduce/implement the policies and procedures outlined in the previous workbook units.

•	An inventory/survey of records must be completed to insure that current/active records are separated from non-current records.  These non-current records should be relocated to a separate records area for future disposal or permanent retention in a protected archives area.

•	A list of all the files in an office is useful for appraising records for their archival and other value and for making decisions on their retention/destruction.  There are many forms of office records, including tapes, disks, photographs and other media. While electronic mail is gaining wide popularity in UNICEF, paper is still a common records form. Paper and other records can be easily damaged if not treated properly.

•	This unit, therefore, focuses on maintaining and protecting paper records; however, the principles of records maintenance discussed in this unit should be applied to all forms of records.  Since other forms of records (i.e. computer disks, tapes, etc.) have become more common, information on their maintenance and preservation will be mentioned.  Contact the Records and Archive Management Officer (RAM) at NYHQ for additional information relating to non-paper records.
08.03		Roles and Responsibilities
•	The office head is responsible for deciding who will oversee the project and assuring that the necessary support will be available. 

•	The administrative, operations or other designated officer is responsible for communicating this information to all other staff members.

•	The project coordinator is responsible for making sure the guidelines as set out below are followed, monitoring progress of the project and reporting to the head of the office any difficulties encountered as well as project progress and percentage of work units complying with the procedures.

•	The identified officer is also responsible for training of staff members in file maintenance, security and all related duties for this project.

•	All staff are responsible for the records under their control. This includes following the procedures specified for record protection and listing using the correct format (See Annex E)

08.04 	Reference: RAM-Related Guidance
CF/FC/025/Ref.1 Destruction/Retention Schedules for Financial Records, Financial Circular No. 25, 2 December 1983

CF/EXD/1983-2867 - UNICEF Records and Archives, 9 November 1983, (General rules and responsibilities)

CF/AI/1983-359 - Procedural Guidelines for UNICEF Records and Archives, 9 November 1983, - (includes definition of terms)

CF/NYHQ/DMB/RMU-1985-076 [To be reviewed before issued] Abbreviated procedures for conducting a record inventory; (See Section 10.4, Para. 5.10 - abbreviated procedures for Completing UNICEF 381 Series Inventory Form; See Section 10.5, Appendix B - abbreviated procedure for completing UNICEF 351 File listing Form)

UNICEF 381 series inventory Form; Annex E, Exhibit 1

UNICEF 351 file listing Form; Annex E, Exhibit 3

8.05		Actions Recommended

In order to ensure that the records inventory is begun on an orderly basis and to report on progress for the Record Survey the following actions are recommended:

A.	One focal point (FPC) should be designated in the office to coordinate the whole inventory and reorganization process.  S/he will be responsible for training other staff, needing the Head of Office's intervention only for policy or procedural decisions or revisions;

B.	For offices with more than ten staff members, every section or work unit should designate a staff member to serve as section focal point (SFP) and to be responsible for filling in "record series" UNICEF form 381 and "file folder titles" UNICEF form 351;

C.	It will be essential to set a deadline for forms completion and their dispatch to NYHQ for processing in a timely manner.

•	RAM Unit at NYHQ should be informed of the arrival date.
•	DHL Worldwide Courier Express, the commercial pouch service, should be used to send the forms to headquarters instead of pouching, if a quick response is required.  Confirm with Mail unit best method of dispatch.
•	Where practical, arrange with RAM unit to transfer or receive electronic copies of forms

D.	If necessary, a one- or two-day moratorium should be called on all other work in order that each work unit can complete their forms.

8.06	Services Required

The following services will be required in connection with an inventory survey:

A.	Conference room to be readily available when required for training sessions and discussion/consultation with focal point coordinator, senior staff and section focal points;

B.	Extra typing and data entry/correction assistance for focal point coordinator for duration of inventory and reorganization;

C.	Dictation equipment (mini-cassette dictaphone and transcriber) for use by focal point coordinator and section focal points;

D.	Access to PC, appropriate data entry software and printers during exercise for each focal point for at least 4 hours a day.  (The focal point coordinator will need ongoing access).  High speed printer and laser sheet-fed labels also recommended.

8.07	Services Recommended

The following are also recommended for Accelerated RAM project:

A.	Senior staff be available to attend a general one hour briefing and further individual consultation when required;

B.	Section focal points be available for a minimum of one day for training;

C.	For those offices with PC equipment, the focal point coordinator and section focal points be trained on the general use of the PC, with specific instruction and practical experience on the use of the word processing software and data entry before the file listing is begun.  Specific applications related to records management should only be attempted when general word processing training is completed.

D.	The focal point coordinator be assigned full-time for the duration of the project and s/he:

•	should be given the responsibility/authority and support necessary to follow through with the programme; and

•	should review all the pilot training programme on records and archive management and forward any questions to RAM officer at NYHQ

•	be given time to complete sample inventory of a work unit before project begins.

•	identify any additional equipment required, especially if a software package will be used to assist the process.

8.08		Separation of Records 

The completion of the record inventory will greatly assist in meeting the immediate needs of an office, i.e. the identification/separation of records in order to sort, pack and assign future location for files for the following five major recommended areas:

A.	Officer's desk (at hand)--desk manuals, handbooks and working notes/papers) and other reference materials which the officer requires next to his desk.  3 linear metres per officer;

B.	Support staff area (records 1-3 years old).  Those reference files and catalogues that are used frequently by each officer and provided by support staff when necessary.  7 linear metres or 25 linear feet per officer in common staff area;

C.	Common registry/reference material and current working records area (records 1-3 years old).  The balance of current material required at least weekly by the officer or support staff will be stored in this area.  Included can be supplier catalogues and information sheets, the "shared" operational files (POs, SCFs, etc.) and central subject files.  This area can be shared by more than one section and should be serviced by central staff.  Material should be logged in and out.  Volume is dependent upon space availability;

D.	Non-current records area - (NCRSA) this separate storage area (usually off site) under administrative control is to be made available for use by all offices (records to be kept for a total life span of 3-10 years);

E.	Archives and vital record storage area - (AVRSA) separate protected storage area used by all offices, under administrative control (for all records to be kept more than 10 years and duplicate copies of all vital records).

8.09		Planning and Further Contact with RAM, NYHQ

The above paragraphs should be reviewed by the focal point coordinator and the Head of Office. 

A.	Special attention should be paid to reference documents listed in paragraphs 3.5, 3.6 and 3.7.
B.	A decision should be made as to what forms or procedures can be adapted for use in the local office.

C.	The importance of each section completing UNICEF 381 form (file series) and UNICEF 351 form (file titles) cannot be over-emphasized.  The collection of information on the forms is the key to standardizing any move or reorganization of files.

D.	Whenever a computer is in a local office, its use is recommended for listing all records in a standard format.

E.	Target dates for completion of activities should be agreed on.

8.10		Ongoing Communication Objective

Once the inventory is completed, the NYHQ RAM Officer's communication with the focal point coordinator will have four main objectives:

A.	Give guidance on records transfer procedures and advise on any special records related problems;

B.	Review the records handling procedures outlined in Chapter 10 of the Administrative Book of the Field Manual and receive comments;

C.	Evaluate present or proposed equipment and supplies used for files in order to make recommendations;

D.	Introduce the outline for the proposed Global Classification Guide (GCG) and general coding structure.

The RAM Unit NYHQ should be contacted directly if more specific advice is considered useful.

REMEMBER: Staff should store personal records and private papers (as defined in Administrative Instruction 359) separate from official records and papers.  Private and personal papers are the only records staff allowed to take with them when leaving or transferring.

08.11	Records Cleanup

UNICEF CF/EXD/1995-023"Cleaning Up of Records” is an instruction from the UNICEF Executive office directed to NY staff concerning clean up of files. The instruction identifies records categories which may be discarded and encourages all staff to properly list their important, and/or historical records. 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. Every staff member should devote one day a year or time periodically to cleaning records in his/her work area.

08.12	Progress Check

Questions:

	Questions to be this unit specific, based on discussion of above with test group.

1.Who decides which records are vital and restricted?

2.	What information must be filled out for each box going to the storage facility?

3.	Answer the following True (“T”) or False (“F”):

         	Store personal records with official office records and papers.
_____	Use transfer boxes to store working records.

4. Check off all the conditions that might initiate a transfer of records to a storage facility?

         	Not enough space in the office - for records over three years old.
_____	Records have been reclassified.
_____	It’s time to retire active records.
_____	Office is relocating to another building.

Answers:

1.	Who makes the decision on which records are vital and restricted?

The head of the office is responsible for deciding which records are vital and which records are restricted.

2.	What information must be filled out for each box going to the storage facility?

Year - Number; Title/Description; Estimates Dates of Materials

3.	Answer the following True (“T”) or False (“F”):

    F	Store personal records with official office records and papers.
    F  	 Use transfer boxes to store working records.

4. Check off all the conditions that might initiate a transfer of records to a storage facility?

    x    	Not enough space in the office - for records over three years old.
__x__	Records have been reclassified.
__x__	It’s time to retire active records.
__x__	Office is relocating to another building.

8.13		Summary
You now have an overview of how to accelerate a record and archive management programme.  See the other chapters and annexes for additional information.

+Remember...
•	All UNICEF staff are responsible for the maintenance and protection of office records.