Content Management

Content Management Strategies

UN/CS/RAI/USAA/DB01/2003-00116

 Global Classification List

Subject Filing 

UN/CS/RAI/USAA/DB01/2003-00117

UNDP/   http://www.sharework.net/www/ccarm/UNDP/undp_glo-file.doc

Manual of Operations Management -  Section on Archives and Records

Includes policies and guidelines on records management/archiving and the UNDP Global Filing List.

UNDP/PUP/MOM/ 1998-001

UN/CS/RAI/USAA/DB01/2003-00118

Draft Electonic Document Filing Policy

Draft paper of Interim Policy for documents with legal and semi legal implications 

UN/CS/RAI/USAA/DB01/2003-00119

 Policy on Electronic Documents and their Management

Policy applicable to the management of documents in electronic format, and include specific provisions when such documents are legal instruments or are required for audit purposes.

UN/CS/RAI/USAA/DB01/2003-00114

 UNDP-E-Documentation Policy.htm

6. Policy on the Management of Prescriptive Content

Roles and responsibilities in the content management process, including publication, revision and deletion of prescriptive content

UN/CS/RAI/USAA/DB01/2003-00115

1. Records Management

Filing Systems/Recprd categories/ classifciation of documents, 8 June 1993

UN/CS/RAI/USAA/DB01/2002-00046

2. Filing System Guidance to the country offices

Memo concerning Filing systems and Records Management 23 October 1997

UN/CS/RAI/USAA/DB01/2002-0047

3. UNFPA Organigram

UNFPA organizational chart

UN/CS/RAI/USAA/DB01/2002-0048

1. Procedural Guidelines for UNICEF Records and Archives: [Administrative Instruction],

Access & Disposal Procedures AUTHORITY FOR RECORDS AND ARCHIVES

CF/AI/1983-359 .[pp005] [also registered as RAM94210.doc]

http://www.wgarm.net/www/ccarm/UNICEF/Pack01/13AUTHOR/RAM94210.DOC

2. UNICEF Records and

Archives. – [Executive Directive]

general rules with regard to preservation of records of UNICEF in accordance with United Nations practice and prescribes custodial responsibility.

CF/EXD/1983-2867. [pp001] [also registered as RAM94209.doc]

http://www.wgarm.net/www/ccarm/UNICEF/Pack01/13AUTHOR/RAM94209.DOC

3. Organisational Filing Scheme -  UNICEF’s Executive Directive

Overview of Policy and reason for importance

CF/EXD/1990-002

 .http://www.wgarm.net/www/ccarm/UNICEF\Pack01\04GCG\cf_exd_1990_02_minus_chart.htm

4. Organisational Filing included Skeleton of  Global Classification Guide (GCG).              

Breakdown of GCG draft codes/terms & sub‑codes are available 

CF/EXD/1990‑002/ANX.1;  also CF/NYH/IRM/RAM/1997‑097; ‑099

 ..\UNICEF\Pack01\04GCG\RAM97099.DOC

Records Classification, CF/NYH/ IRM/RAM/1996-230;1997-067;-068;-069

5. Cleaning Up of Records".  Instruction from Executive office directed to NY staff concerning clean up of files with the criteria defined

Guidelines for all offices to reduce space requirements in all premises and identify materials that need to be properly appraised, preserved and subsequently archived.

CF/EXD/1995-023

6. UNICEF previous issuances Related to E-mail - Executive Directives and Information Circulars

Use of Electronic Mail ;A Guideline on Using cc:Mail; E-mail Etiquette; and Records and Archives

CF/EXD/1996-015 of 03 October 1996); CF/IC/1996-017 CF/IC/NYH/1994-011 CF/EXD/1983-2867

7. "Setting Up Operations in Field Offices" - The Records and Archive part

The two pages on Records & Archive Management are in Chapter 6, page 6 & 7 issued under cover of CF/IC/1996-016

CF/MN/B.E/1996]. [pp 02]. CF/NYH/IRM/RAM/1996-176

8. UNICEF’s Records and Archives Management part of Manual

UNICEF Policy and Procedure Manual, Book J Administration, Chapter 10: Records Management, Policy & Procedure guidance to FO

CF/MN/P.J/10CF/(rev. 1994)

9. Global File Classification Guide [GCG] Codes

Classification- Subjects  issues related to Digital Archives

CF/MN/TR/ RAMP Manual Annex A CF/NYH/EPP/RAM/1999-058

10. Appraisal, Retention and Disposal of Records

Appraisal, Retention, Disposal Must address all related issues to for Digital Archives, See also CF/..RAMP Manual Unit 10 CF/NYH/EPP/RAM/2000-008

CF/MN/TR/ RAMP Manual Annex B CF/NYH/EPP/RAM/2000-002   

11. Draft RAMP Generic Workbook – Unit on = Over view Why Records and Archives Management, organizational benefits and objectives as well as description of workbook annexes

Definitions and Roles , and responsibilities of staff, Key RAMP terms, identifying  work units, Grouping Records, Registering & Tracking items , Accelerating Records & Archives Management

CF/MN/TR/ RAMP manual Chapt 1, CF/NYH/EPP/RAM/1999-439

Chapt 2,       Chapt 3,      Chap 4,       Chapt 5,     Chapt 6,      Chapt 7,   

Chapt 8 = ram00021.rtf

12. Maintaining & Protecting Records & Archives;

working records and non-current records

CF/MN/TR/ RAMP Manual Unit 10 CF/NYH/EPP/RAM/2000-008, See also CF/..RAMP Manual Annex B CF/NYH/EPP/RAM/2000-002  

13. Destruction & Retention of Accounting and Financial Records:

Records Disposal guidance for records of importance [Financial reports and General Ledgers] great volume related to business process

CF/NYH/DFM/1994/05  & CF/FC/025/R01 Mar 1994 Financial Circular Number 25, Revision 1

14. Main Goal of the Records and Archive Management Unit and seven sub-goals

CF/NYH/EPP/RAM/1997-290, 20 Aug 1997 1 page

15.  Managing Electronic Records & Archives including EMAIL ; identify, manage and protect electronic, Internet or Intranet-distributed and email

 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/1999-481 Ramp  manual draft Unit 9

 RAMP-TRIM :Users Manual for Records and Archive Management Programme Tower Software Replaced RAMP-WANG

 Table of Contents form 2002

.[see more recent versions]

Table of CF/NYH/EPP/RAM/2000-131 +

17. 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.

CF/NYH/IRM/RAM/1993-052/R02 [pp025

Background documents

..\UNICEF\Pack01\12SITES\RAM93055.doc

18. RAMP Quick Steps – for Records and archives  - 1 page sheet

for evaluating current status and developing a simple RAMP related work plan

CF/NYH/IRM/RAM/1993-095/R02.

19. Appraisal for Total Retention Time (TRT) -

Appraisal Grid; Used to determine retention periods for records based on criteria of "Type of Record" and "Importance of Activity"

CF/NYH/IRM/RAM/1993-174 & 176 Adm. Man. Chapt/Sect 10.4 Appendix C [CF/MN/P.J.10.04/C] [pp002].

20. Recommended RAMP Supplies & Manual Equipment & Exhibits = pictures and product literature

Admin Manual, Chapter 10, Sect 3, Appendix A & Exhibits CF/MN/P.J./10.3/APX.A &..10.03/E

CF/NYH/IRM/RAM/1993-204 [pp014].

 CF/IRM/ISS/RAM/1996/106

21. Draft Information Gathering and Problem Solving paper on Concepts and Strategy concerning E-mail

Back up schedule & Disaster Recovery Plan, Cost of Disk Space Comparisons,  DB Tables for Tracking Backups

CF/NYH/IRM/RAM/1996-278

.

22. 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].

CF/NYH/IRM/RAM/1996-298

23. Researcher Guide to UNICEF Records and Archives

Procedures for reviewing records; Overview types of records available; Work units to contact regarding records;

CF/NYH/IRM/RAM/1997-071;

other annexes available:.

.\UNICEF\Pack01\11HIST\RAM98054.DOC

CF/NYH/IRM/1998-010]

 24. SAMPLE RECORD & ARCHIVE RELATED ADVICE                

Lists all the main RAM related documents used to respond to substantive UNICEF RAM related FAQs from field or HQ

CF/NYH/IRM/RAM/1997-096.doc

.rtf

25. Generic Records and Archives Management response to Frequently Asked Questions from Field Offices

Advice to Field Offices; The most pressing Field office question now is becoming what to do about electronic records

CF/NYH/IRM/RAM/1997-104.

26. Draft UNICEF E-Mail, Electronic Records and Internet User guidelines [

With Focus on: Access, Authority, Responsibilities and Protection of Electronic Records]

CF/NYH/IRM/RAM/1998-176.rtf

27. 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.

CF/NYH/IRM/RAM/1998-320

1. File Survey 1998/99

Inventory of files  broken down by originating office

Major Record Series for UNOPS as of 1997

UN/CS/RAI/USAA/DB01/2003-00262

UNOPS/..  

http://www.sharework.net/www/ccarm/UNOPS/retsched.hoff.doc

2. UNOPS Trim Manual

System and User  documentation for basic Records & Archive function using TRIM 

CF/TRN/RAMP-TRIM/Sustem,

UN/CS/RAI/USAA/DB01/2003-00261

3. UNOPS Organigram

Organisational Structure

http://www.sharework.net/www/ccarm/UNOPS/organigram.vsd

4. UNOPS Global Filing System  

Subject classification code

UN-CS-RAF-USAA-DB01-2003-00258

5. UNOPS Retention and Disposal Schedules : Summary and details

Retention and Disposal of records Includes: File Type, Description, File code, Retention period, Retention Code

UN/CS/RAI/USAA/DB01/2003-00259

UNOPS/…… see http://www.sharework.net/www/ccarm/UNOPS/retsched.sum3.doc

1. Finance Manual & retention schedules for Various departments

Rules & Retention Schedules

2. Records Common to United Nations Offices (RCUN)

Retention Schedules:

http://www.un.org/Depts/archives/un_offices.html

3. Retention Schedules:

Mission Records Retention Schedule (MRRS)

Retention Schedules:

http://www.un.org/Depts/archives/un_missions.html

4. Guide to Archives and Records Management Services to United Nations Offices

http://www.un.org/Depts/archives/main_guide.html

5. ARMS TRIM documentation and manuals

UN

SEC/ z/ARMS

6. UN Archives and Records management Web site

Into page for A guide to archives, What’s in the archives, Research the archives,

http://www.un.org/Depts/archives/index.html

7. United Nations Archives and Records Management.

Rules with regard to management, utilization, . preservation and disposition of UN records [Secretary General’s Bulletin]

UN/ST/SGB/242 . 26 June 1991 [pp002] available on UN ODS system

[http://www.un.org/Depts/archives/index.html

8. relevant info from KS task force (DAP is a KS/ICTB project now)

UN-SEC z/

9. Organisation of the Secretariat of the United Nations

Defines the organisational structure of the United Nations Secretariat.

UN-SEC/   (ST/SGB/1997/5, 8 pages)

10. Information Technology in the Secretariat: A Plan of Action. Report of the Secretary-General

A report to the General Assembly covering the mid-term IT strategy in the UN Secretariat.

UN-SEC/  (A/55/780, 13 February 2001, 20 pages):

11. Information and Communications Technology Board

 Announces the establishment of ICTB and its functions.

UN-SEC/ (ST/SGB/2001/5, 3 pages)

12. ARMS’ Records Information Management Improvement Framework)

UN-SEC/ .. (1998

13. The United Nations Archives, Administrative Instruction

Describes the responsibility of ARMS and user offices on the rccord keeping and transferring non-current records to the central Archives

UN-SEC/ ST/AI/326, 28 December 1984, 6 pages

14. Electronic Mail Policies and Standards

UN-SEC/ ST/AI/38623 Aug 1993 [as registered as RAM/1996-299]

15. United Nations Archives and Records Management, Secretary General’s Bulletin

Describes the general responsibility of ARMS

UN-SEC/ ST/SGB/242 26/June 1991, 2 pages

16. If poss. ITSD RFP for EDMS

UN-SEC/ z

17. Secretariat budget 2002-2003

UN-SEC/ z

18. ARMS Retention Schedules

UN-SEC/ z/ARMS  .

http://www.un.org/Depts/archives/un_offices.html

19. ARMS Policy and Procedures manuals 

UN-SEC/ z/ARMS

20. ARMS’ Medium-Term Plan and short-term work planning doc.

UN-SEC/ z/ARMS

21. ARMS’ Records Information Systems Improvement Framework

UN-SEC/ z/ARMS (1998)

22. ARMS’ RIM: Concepts and Practices: Training Materials

UN-SEC/ z/ARMS (1998)

23 The current Situation of Document Management in the UN

Summarizes EDMS related subjects such as the history of the EDMS effort, high-level requirements identified by the previous task forces, EDMS applications at user offices, analysis on records management at the UN, etc

(15 June 2001, 100 pages)

24 UN Standard on RecordKeeping Metada

Draft exposure, April 2003

UN/CS/RAI/USAA/DB01/2003-00264

1. Digital Archive ProjectDAP, 2. Appraisal Decision Assistance, ADA, 3. WGARM Website update, 4. WGARM Field Advice, 5. Metadata Standards

1. Functional areas performed by UNPO Archives and Records services

19 Functional areas identified and status reported by each UNPO, 1997

UN/CS/WG/ARM/1997-001 Annex 2. [Unicef register # CF/NYH/IRM/RAM/1997-231/Anx.02].

2. The full 1997 report of the UN Common Service Working Group on Records and Archives

Report on Status of ARM in PO’s, Strategy and Recommendations

UN/CS/WG/ARM/1997-001,  20 June 1997 registered in UNICEF as CF/NYH/IRM/1997-230  dated 01 July 1998

3. Records and Archive Related Policies and Procedures in Participating Organisations

Extract from first WGARM report:

4. Common Services and WG-ARM

5. Functional requirements for Records and Archive Management  software recommendations 1994-96

6. Functional requirements and standards for Archives and Records Center Storage Facilities 1993

7. Appraisal Decision Assistance presentations

presentation to ICA-SIO 1993, SOW, etc

CR/RAI/NYHZ/DPP/RAM/2002-00160

8. Appraisal Decision Assistance related documents

TID, SOW

UN/CS/RAI/USAA/DB01/2003-00012

UN/CS/RAI/USAA/DB01/2003-00237

1.  ICA/SIO UNESCO

Guide to the archives of intergovernmental organizations

Web page gives for each organization administrative history,  Structure;  description of  Service and archival holdings; groups/series, c. General finding aids.Research strategies and .Access rules

ICA/SIO   http://www.unesco.org/archives/guide/uk

2. UN System Administration Co-ordinating Committee [replaced by the CEB?]

Executive Statement of the ACC regarding Migration to Contemporary Document Management

A result document of an inter-agency task force on the electronic document management. Identifies high-level requirements which may need review

UNS-ACC/ 1998/ISCC/12, 30 June 1998, 8 pages,

UN/CS/RAI/USAA/DB01/2003-00263

3. UN System Administration Co-ordinating  Committee

[ CEB?]

Core Set of Metadata for Use by UN-System Organisations

Lists proposed metadata elements for all UNPOs.

UNS-ACC/1998/ISCC/l2/Annex to, 30 June 1998, 2 pages)

4. UNGA

United Nations  General Assembly Resolution 13( I )

Yearbook of the United Nations 1946-47, P.636

UNGA/

5. UNS-ACC replaced by UNS- CEB?]

UN System Administration Co-ordinating Committee

[now replaced by the CEB? Chief Executives Board]

UNS-ACC/

6. UNS-ACC/ISCC

Strategies for Implementing Document Management Technology ;

Requirements, Definitions, Conclusions Document Types ,Life Cycle Challenges; Business Process Emphasis

Procedures and Participants;  Environment;  Framework, Business Processes Categories; -Early, Middle, Late Stage Management; Document Models; Guidelines to Progress; Prototypes; Hybrids

UNS- ACC/1997/ISCC/4 – Annex II; 12 Nov 1997

http://accsubs.unsystem.org/iscc-documents/documents/distribution/frames/strategies-doc-manage-tech-frameset.html

7. UNS-ACC/ISCC

Core Set of Metadata for Use by UN-System Organisations : Endorsed By UNS-ACC

CATEGORY/Element ; Provisional Explanation & field repeatability;  Handle, Context, Content, Access and Use; Structural

UNS-ACC/1998/ISCC/12 - Annex

30 June 1998

http://www.unsystem.org/acc/statements/doc-manage/migration-frameset.html

8. UNS-ACC/ISCC

Executive Statement of the ACC regarding

Migration to Contemporary Document Management,

Strategies, Benefits, Challenges, opportunities-ways to get there, Budgets, Consequences of inaction, Endorsed High Level Requirements including core Metadata

UNS-ACC/1998/ISCC/12
30 June 1998

http://www.unsystem.org/acc/statements/doc-manage/migration-frameset.html

9. UNS-ACC/ISCC

Previous  issuances on Document Management see Administrative Committeeon on Coordination/ Information Systems Coordination  Committee]

UNS-ACC/ISCC http://acc.unsystem.org/OldACCDefault.htm;

http://accsubs.unsystem.org/iscc-intranet/

http://accsubs.unsystem.org/iscc-documents/

 Was Restricted Web site : [http://www.unsystem.org/iscc_focals/index.html ]  Pass word !ISCC. Available for viewing by UN community:

10. UNS-CEB

Issuances of CEB; The United Nations System Chief Executives Board (CEB) for Coordination - formerly theAdministrative Committee on Coordination (ACC)

Chaired by the Secretary-General of the United Nations, the Board meets twice annually.

UNS-CEB

http://ceb.unsystem.org/

11.UN-SYS-ACC/IS

Management of Electronic Records: Issues and Guidelines

1990 report from the agencies on status of  Electronic Records within the UN system

CF/RAI/NYHQ/DPP/RAM/2002-00603,604,605

12.UN-SYS-ACC/IS

Strategic Issues for Electronic Rec. Mngmnt. interconnection

Towards open system

CF/RAI/NYHQ/DPP/RAM/2002-00602

1. Report on Current Recordkeeping Practices within the Federal Government

prepared for National Archives and Records Administration, by SRA International Inc., December 2001

2. Information Management – Challenges in Managing and Preserving Electronic Records

June 2002, report to Congressional Requesters, GAO-02-586

4. Designing and implementing recordkeeping systems: Manual for NSW public offices,

Febraury 2000,

http://www.records.nsw.gov.au/default.html

UN/CS/RAI/USAA/DB01/2003-00095

6. Managing Electronic Records: A Shared Responsibility

Australian Archives, , 1995 (revised 1997), published online ,

http://www.naa.gov.au/govserv/techpub/manelrec/MER.htm UN/CS/RAI/USAA/DB01/2003-00098

9. Recordkeeping Metadata Standard for Commonwealth Agencies

National Archives of Australia, , Version 1.0, May 1999, published online,

<http://www.naa.gov.au/govserv/techpub/rkms.htm>

UN/CS/RAI/USAA/DB01/2003-00108

10. Victorian Electronic Records Strategy (VERS) Project,

Public Records Office of Victoria and Commonwealth Scientific and Industrial Research Organisation (CSIRO 1998 published online,

<http://www.prov.vic.gov.au/vers/welcome.htm>

UN/CS/RAI/USAA/DB01/2003-00109

11. Government Recordkeeping Manual

State Records Authority of New South Wales, January 1999, published online

http://www.records.nsw.gov.au/publicsector/rk/manual.htm> UN/CS/RAI/USAA/DB01/2003-00110

13. Models for Action: Developing Practical Approaches to Electronic Records Management and Preservation

New York State Archives and Records Administration and the Center for Technology in Government (University at Albany), published online,

<http://www.ctg.albany.edu/projects/er/ermn.html>

UN/CS/RAI/USAA/DB01/2003-00111

14. Documenting the Future: Policy and Strategies for Electronic Recordkeeping in the New South Wales Public Sector

Archives Authority of New South Wales, 1995 published online,

<http://www.records.nsw.gov.au/publicsector/erk/dtf/tofcont.htm> UN/CS/RAI/USAA/DB01/2003-00112

15. Victorian Electronic Records Strategy (VERS) Project

(duplicate entry see item 10)

Public Records Office of Victoria and Commonwealth Scientific and Industrial Research Organisation (CSIRO), 1998 published online,

http://www.prov.vic.gov.au/vers/welcome.htm

UN/CS/RAI/USAA/DB01/2003-00113

16. Practical Tools for Electronic Records Management and Preservation

Center for Technology in Government, University of Albany/SUNY, 1999

http://www.ctg.albany.edu/resources/abstract/mfa_toolkit.html

17. Functional Requirements to Ensure the Creation, Maintenance and Preservation of Electronic Records

Center for Technology in Government, University of Albany/SUNY, 1998

http://www.ctg.albany.edu/resources/pdfrpwp/mfa-4.pdf

18. U.S. Nara Electronic Records Archives Requirements Document (RD)

NARA document

http://www.archives.gov/electronic_records_archives/about_era/requirements.html#intro

19. Managing Information in Office Automation Systems

Final Report on the FOREMOST project, sponsored by National Archives of Canada

UN/CS/RAI/USAA/DB01/2003-00144

5. White Paper Digital Preservation: Strategies to Ensure Long-term Accessibillity of Electronic Files

American Microimaging Inc,

http://www.amibusiness.com

UN/CS/RAI/USAA/DB01/2003-00096

7. Implementation Guidelines and Standards Associated with Web-based Document Management Technologies

March 2001, prepared by the Association for Information Management International, AIIM

8. The Preservation of the Integrity of Electronic Records

University of British Columbia (School of Library, Archival and Information Studies published online,

http://www.slais.ubc.ca/users/duranti/intro.htm>

UN/CS/RAI/USAA/DB01/2003-00107

12. Authentic Electronic Records: Strategies for Long-term Access

Charles M Dollar, , Cohasset Associates, Chicago, 1999

3. Trusted Digital Respositories: Attributes and Responsibilities

an RLG-OCLC Report, May 2002