Unit 1: Introduction
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1.01		Overview of Unit 1  			[pp.02]	
			Workbook Topics and Units				[pp.02]
			Workbook Annexes					[pp.03]	

1.02		How to use this programme		[pp.04]
			Self-directed Training				[pp.04]
			Trainer-led Training					[pp.04]
			Progress Checks					[pp.04]

1.03		Summary						[pp.05]

1.01				Overview of Unit 1
Welcome to ‘Records and Archives Management [RAM] Training’. UNICEF’s records are an organizational and historical resource that must be retained, managed and ordered so that they can be easily located and quickly retrieved. Improving records and archive management in field offices will improve information access, productivity and effectiveness.
This programme will guide you in managing records in the field office. It is divided into units. It references a variety of resources and policy documents that will help you to better classify, manage, store and archive office records. The Workbook units and annexes also provide information on managing electronic records (email) and RAM automation assistants. 
This unit summarizes each unit in the Records and Archive Management [RAM] workbook.  It introduces the primary goals of records and archive management, and explains the concept of the RAM Lifecycle -- the life-span of records and archives, from creation to disposal. It also highlights key topics of each unit. 

NOTE: This unit introduces a few new terms used in records and archive management.  Refer to Unit 3 or to the “Definitions and Glossary of Terms” (Annex D) for additional information.

Organisation of the Work Book 
The RAM workbook is organized in units. Each unit covers a different aspect of records and archives management in UNICEF.
The workbook is a useful tool for:
•	The head of an office who is responsible for determining which records at field offices are vital and which records should be restricted; (These terms are defined in Unit 3);
•	The designated officer who is responsible for ensuring that record identification and registration systems are developed in an office, and ensuring that all staff understand record use and have access to the required list of records, and
•	All staff members in a work unit responsible for identifying, registering and protecting UNICEF records.
At the end of the workbook, there are several useful annexes.

Unit 1	Introduction
An introduction to the workbook and its organization.
Unit 2	Why Records and Arvhices Management?
The organizational benefits of UNICEF’s records management program and its objectives.
Unit 3	Definitions and Roles 
Unit 3 explains:
•	Roles and responsibilities of UNICEF staff
•	Key RAM terms and definitions
•	How to identify office work units

Unit 4	Indentifying the Originating Office
Unit 4 describes the process of creating records and identifying them with an originating office.

Unit 5  Grouping Records for Major Series Inventory
All UNICEF records should be in groups called record series that are organized by work units. Unit 5 explains:
•	How to identify and list Record Series
•	How and when to create Sub Series for records
•	Who needs to know about the Record Series in an office 

Unit 6	Locating, Identifying & Labeling Folders 
Each record series will contain many file folders, containing the records relating to a particular record series. Unit 6 explains:
•	What are file folders?
•	Information necessary for identifying folders
•	The recommended steps for listing and labeling folders
•	How to share and revise lists of folders

Unit 7	Registering & Tracking Correspondence or Other Items  

All important UNICEF record items should  be registered so that they can be easily retrieved.
All UNICEF correspondence and written documents must be registered to simplify retrieval. Copies of all outgoing and incoming correspondence and important internal notes must be registered in a log.  At least one copy of all registered items needs to be easily accessible to the work unit maintaining the log, as well as to all others who need to view the information. Unit 7 explains:
•	How to use a unique prefix to identify items registered by a work unit
•	When to code documents with a subject reference code and when to code documents with a chronological reference code
•	How to log incoming and outgoing correspondence
•	How and why to store correspondence in a subject and/or chronological date file
•	Additional procedures required to track assigned actions.
•	

Unit 8	Accelerating Records & Archives Management for Office Reorganization, Modernization & Relocation 
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. Unit 8 explains:
•	Actions necessary to undertake an accelerated RAM programme 
•	RAM-related priorities during office reorganization, modernization and relocation.
Unit 9	Managing Electronic Records & Archives including EMAIL 
The work of UNICEF is being recorded daily in an electronic (email) format. 
Unit 9 explains:
•	How to identify, manage and protect electronic, Internet or Intranet-distributed and email records
•	Protecting electronic records
•	On-line, near-line and off line storage procedures
•	Hidden costs of not investing in appropriate and secure storage of electronic records.
Unit 10 	Maintaining & Protecting Records & Archives 

There are two main categories of records:working records and non-current records.

•	Working records are records in use. These may be stored at a staff member’s desk, in support staff areas, or in common working areas
•	Non-Current records are no longer needed for day-to-day use. They can be described and packed in transfer/storage containers and moved to a controlled but less accessible file storage facility
	
	Unit 10 explains the systems for maintaining and protecting records and archives.

2.05				ANNEXES
A. Global File Classification Guide [GCG] Codes 
This annex explains the draft Global Classification Guide [GCG], including:
Using the GCG code may be an easy way to link to related documents, folders or record series in an office.
•	How to review the Global Classification Guide [GCG] Codes and Terms 
•	How to use the main codes and terms most often requested by an Office.
•	How to link  Series, Folders, documents or correspondence items with a GCG  code 
•	How to obtain detailed GCG codes for subjects of interests
•	Reasons for using a thesaurus and /or vocabulary control list

B. Appraisal, Retention and Disposal of Records

•	UNICEF has accumulated millions of records -- letters, memoranda, policy circulars, manuals, diskettes, EMAIL, etc. -- over its long history. This annex describes the inventory, appraisal, retention and disposal systems that determine which records are kept and which are discarded.
C. Additional Definitions
This annex is a reference to RAM terms and definitions.
D.	Automation Tools
This unit explains the advantages of computer-based, automated tools for records management and archives.
•	
	E1.	Using Automation Assistants for RAMP
	E2. 	TRIM Off the Shelf Package, MS-ACCESS or Other Database
	E3. 	Training Exercised Using a RAMP dB Assistant
E.	Sample Forms and Reports
This annex contains several forms used for records and archives management.

F.	Supplies
This annex describes common supplies that may be available at the field office, or from HQ, to help you manage records at the field office.

R.	References to Additional RAM documentation.

1.02				How to use this programme
You may be using this training programme by yourself or with your supervisor or a trainer.
Self-directed training
If you are using this programme on your own, you will need this workbook. It is also suggested that you contact the Records and Archive Management Unit at NYHQ [akeefe@unicef.org] for additional information such as the Draft RAM manual [former UNICEF Field Manual, Administration, Book J (Chapter 10 -- Records Management).
Trainer-led training
If your supervisor or a trainer is leading this course, simply follow their instructions.
Progress Checks
During the training, you may want to complete workbook exercises called Progress Checks. These Progress Checks help you check your understanding of the information in your workbook. The correct answers are on the back of the Progress Check so you can see how much information you are retaining. To get the most from this training, try to answer the questions before looking at the answers.

1.03				Summary
You now have an overview of the Records and Archive Management workbook. The remaining units cover all subject matter in more detail and reveal the importance of proper records and archive management in field office operation.
	
   +	Remember...	
•	All staff members are responsible for identifying and registering the important UNICEF records under their control	

•	The UNICEF draft RAM Manual on Records and Archive Management is an important tool. Make sure you have a copy of the latest draft available and send comments to RAM officer. 

You have now completed Unit 1. If you are taking this programme with a trainer, wait for instructions from your trainer before proceeding. If you are taking this programme by yourself, continue to Unit 2 now.