UN/CS/RAI/USAA/DB01/2004-00130

Working Group on Archives and Records Management

 Functions and Series Matrix - UNPO Records Classes Linked to Business Processes

Appraisal Decision Assistance Project Deliverable

 

Introduction

A key component of the Appraisal Decision Assistance Project, ADA, was the collection of information from the UN Participating Organizations, UNPOs, in which the initial submissions were compiled, analysed and edited into a standard set of record series and then linked to UN business processes.

The Working Group for Archives and Records Management, WGARM, reviewed the initial submission of series, functions, and subfunctions and reorganized and defined them into the ten [10] functional areas noted below. They were presented for review at a meeting of the Common Service Task Force.  The full collection of the record series linked to the business functions and subfunctions is also available in an Excel spreadsheet and an Access database.  This Function and Series Matrix Chart is also being used for WGARM Digital Archive Project.

 

Acronym

Generic Function Grouping Title

Description or examples of  Sub Function or Series enclosed

Notes and Cross Reference

 

 

 

 

ACP

Administration, Conferences, Central Support and  Procurement

Administrative Management, Conferences and Meeting Arrangements, Equipment & Inventories, Facilities and Property Assets, Procurement, Security Services and Risk Assessment, Travel and Transportation

See  IAM for Archives, Records, Library, Mail etc

 

FBA

Finance, Budget and Accounts

Accounts Payable or Receivable, Budget, Cash Management, Claims, Contributions & Donations, Financial and Fund  Management & Reporting, Payroll

 

HRM

Human Resource Management

Appointments & Promotions, Attendance &, Leave; entitlements, Benefits, Claims; Compensation; Health & Safety, Recruitment, Staff Relations, Training

 

IAM

Information Assets Management

Document, Records, Archives and Information Management, Mail Operations, Register and tracking, Distribution, Library,  Collections, and Reference Materials, Storage Media  Management, Presentations, Content and Knowledge Management

See also ICT for Systems Technical Communications

ICT

Information and Communication Technology

Applications, Hardware, Information and Communications Technology , Internet, Intranet, Extranet, Networks, Software, System Integration and Security, Telecommunications

 

LEG

Legal

Agreements, Authorities, Contracts, Intellectual Property, Judgements, Leasing, Legal Issues, Real Estate

 

OAE

Oversight, Audit and Evaluation

Audits, Evaluations, Investigations, Inspections, Monitoring, and Lessons Learned

For Policy & Procedures see OCM

OCM

Organisation, Co-ordination and Management

Co-ordination and Intra-function Meetings, Governing or Executive Board, , Executive Decisions and Management, Internal Relations, Planning Committees, Policy,  Procedures

 

PPM

Programmes, Projects and Missions

Including Geographical [Field, Region, Area, Country] and Themes or Subject; Special Project and Programme Planning and  Management, e.g. Disarmament, Electoral Assistance, Emergency, Environment, Peacekeeping, UN System, Regional Commissions

Covers many mandated functions of  organizations

ROC

Relations, Outreach, Media  and Communications

External Relations, Presentations or  Statements, Media, Press and General Public Relations; Related Agencies, Foundations, Funds, Intergovernmental Relations, Non-Governmental Organisations, Partners and Academic Institutions, UN Common System Reform, Member States and Private Sector

See ICT for Technical Communications