Unit 4: Identifying the Originating Office

4.01	Overview of Unit 4 					[pp.02]

4.02	Office Structure			 		[pp.0]

4.03	Work Unit Identification			[pp 00]
			Work Unit prefix 						[pp  ]
			Sample Office Structure					[pp  ]
			Sample Office Work Unit Unique prefix 			[pp  ]

4.04	Progress Check						[pp.04]

4.05	Summary							[pp 00]

4.01			Overview of Unit 4 - Identifying the Originating 													Office

The records, documents and archives of UNICEF are an important historic and operational asset. All important records should be registered in a reliable manner, using a standard UNICEF methodology, by the office that created the record(s). This office is called the ‘originating office.’ 

The records management system requires that records contain a code that identifies the originating office and work unit that created the record.

Unit four describes the process of identifying and the originating office.

4.02		Office Structure
UNICEF local Organization Structure
The structure of an office and organization chart, if available, are useful for developing a coding system for listing and categorizing records. The example below shows an organization chart for a regional office called Ruritania.
EXAMPLE: Organization Chart for Ruritania

Ruritania	
Deputy Director		Director		Director's office	
				
Section A
Operations, Admin & Finance & Supply		Section B
Programme and Emergencies		Section C
External Relations, Media & Publications	
							
Unit A01
Operations Admin & Personnel		Unit A02
Finance and Supply		Unit B01
Programmes 		Unit B02
Emergencies		Unit C01
External Relations and Media		Unit C02 Publication and Advocacy	

4.03		Work Unit Identification
In records and archives management, the "originating office" refers to the work unit that created, collected or received records. These records will later be identified with a “record series.” Later in the life cycle of the records, this originating office / work unit [or its successor] will prepare the records for transfer and later, may approve their disposal.
The Unique Work Unit Prefix 				  
A unique prefix (abbreviation) must be agreed for each work unit which creates, collects or receives records. This  prefix is later used to register records series, folders and items, and transfer containers or boxes. Later in the life of the records, they will be stored in transfer containers or boxes. (Transfer containers and boxes are discussed later in the workbook.)
In the example below for the Ruritania Regional Office, a unique work unit prefix is indicated for each organization or work unit (WU)

	Components of Unique WU Codes		
Organization or Work Unit (WU)	Org	City 	Department, Division or Office	Section 	Unit /Sub unit	Unique Work Unit Prefix	
							
Unicef	CF					CF	
Ruritania Regional Office 	CF	RURA				CF-RURA	
Regional Directors Office	CF	RURA				CF-RURA-Dir	
Operations, Section 	CF	RURA		OP		CF-RURA-OP	
 Admin & Personnel Unit	CF	RURA		OP	AP	CF-RURA-OP-AP	
Finance and Supply Unit	CF	RURA		OP	FS	CF-RURA-OP-FS	
Programme Section	CF	RURA		PR		CF-RURA-PE	
Emergencies Unit		CF	RURA		PE	EM	CF-RURA-PE-EM	
External Relations Section	CF	RURA		ER		CF-RURA-ER	
Media Unit	CF	RURA		ER	ME	CF-RURA-ER-ME	
Publication and Advocacy Unit	CF	RURA		ER	PA	CF-RURA-ER-PA	

EXAMPLE A - Admin & Personnel using Alpha codes
•	Start with the Organization Code -- CF for UNICEF
•	Next use  the office City abbreviation ,-RURA for Ruratania, Regional office
•	Add the Work Section/Unit abbreviation = OPS of Operations Section
•	And AP for Administration and Personnel
UNICEF  / Ruratania / Operations Section / Administration & Personnel Unit/ 
CF / RURA / OP/ AP /  

4.04  Progress Check [Self Test]

1.	In records and archives management, the work unit that created, collected or received records is called:

2.	All UNICEF records are created by a work unit in a field office. The records management system requires that records contain a code that identifies the originating office and work unit that created the record. What is the name of the code?

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

_____	Every document created in a field office must contain a work unit prefix code.

_____	The work unit prefix codes are taken from the local telephone directory.

Answers

1.	In records and archives management, the work unit that created, collected or received records. is called:

The originating office

2.	All UNICEF records are created by a work unit in a field office. The records management system requires that records contain a code that identifies the originating office and work unit that created the record. What is the name of the code?

Work unit prefix

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

__T___	Every document created in a field office must contain a work unit prefix code.

__F___	The work unit prefix codes coincide with and relate to the organizational structure of the field office.

4.05    Summary

You now have an overview of how work unit prefix codes are developed and the role they play in identifying records originating in field offices.

+Remember
The work unit prefix code must be used on all UNICEF records to identify the field office where records are created and maintained.

You have now completed Unit 4. 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 5 now.