UN/CS/RAI/USAA/DB01/2004-00133

FILE SERIES MATRIX

SUGGESTED INTER-AGENCY RECORDS SERIES LISTING

FUNCTION ABBREV.	SUB-FUNCTION NAME	NUMBER [To be customized with numbers for UNDP’s needs]	SERIES FILE TITLE
ACP – ADMINISTRATION, CONFERENCES, CENTRAL SUPPORT AND PROCUREMENT
ACP ACP ACP ACP ACP ACP ACP ACP ACP ACP ACP	Administration Administrative Management Conferences and Seminars Facilities Facilities Management Meetings Procurement Property Assets Management Risk Management Security Travel & Transportation	ACP/A/.. ACP/AM/……. ACP/AM/…….. ACP/AM/…….. ACP/CS/……… ACP/CS/……… ACP/CS/……… ACP/CS/……… ACP/CS/……… ACP/CS/……… ACP/F/………… ACP/FM/………. ACP/FM/……… ACP/FM/……… ACP/FM/……… ACP/FM/……… ACP/FM/……… ACP/FM/……… ACP/FM/……… ACP/FM/……… ACP/FM/……… ACP/FM/……… ACP/FM/……… ACP/M/………. ACP/P/……… ACP/P/……… ACP/P/……… ACP/P/……… ACP/P/……… ACP/P/……… ACP/P/……… ACP/P/……… ACP/P/……… ACP/P/……… ACP/P/……… ACP/P/……… ACP/P/……… ACP/PAM/… ACP/PAM/… ACP/PAM/… ACP/PAM/… ACP/PAM/… ACP/PAM/… ACP/PAM/… ACP/PAM/… ACP/PAM/… ACP/RM/….. ACP/RM/….. ACP/RM/….. ACP/RM/….. ACP/S/……. ACP/S/……. ACP/S/……. ACP/S/……. ACP/S/……. ACP/S/……. ACP/TT/…… ACP/TT/…….	Administrative Files Contact Lists Correspondence Daily Activity Conference Materials Conference Records Seminar Special Events Workshop Materials Facilities Overview Facilities Maintenance Garage Operations Master Plan Off Site Storage Off Site Warehouse Office Management Office Operations Premises Projects Service Requisition Space Planning Work Orders Meeting Records Bid Process Files Claims Commodity Codes and Prices Contract Awards Products and Vendors Projects Purchase Orders Purchase Records Requisitions Shipping Records Standards Supply Operations Supply Requisitions Vendors Dangerous Materials Handling Disposed Equipment Records Equipment Records Gift Inventory Inventory Moving Contractors DataBase Non-Expendable Property Shipments Vehicles Claims Log Insurance Policies Insurance Premiums Personnel Insurance Records Emergency Files Envoy Protection Office Premises Country Offices Personnel Passes & Identification Security Coverage Travel Records and Claims Trip Files
FBA – FINANCE, BUDGET AND ACCOUNTS
FBA FBA FBA FBA FBA FBA FBA FBA FBA FBA FBA FBA	Accounting Accounts Payable Asset Management Budget Cash Management Claims Contributions & Donations Financial Management Fund Management Payroll Policy and Procedure Working Group Materials	FBA/A/……. FBA/A/……. FBA/A/……. FBA/A/……. FBA/A/……. FBA/AP/…. FBA/AP/…. FBA/AP/…. FBA/AP/…. FBA/AP/…. FBA/AP/…. FBA/AP/…. FBA/AM/…. FBA/AM/…. FBA/B/….. FBA/CM/….. FBA/CM/….. FBA/CM/….. FBA/CM/….. FBA/CM/….. FBA/C/…… FBA/C/…… FBA/C/…… FBA/C/…… FBA/C/…… FBA/CD/….. FBA/CD/….. FBA/CD/….. FBA/CD/….. FBA/CD/….. FBA/CD/….. FBA/CD/….. FBA/CD/….. FBA/CD/….. FBA/FM/….. FBA/FM/….. FBA/FM/….. FBA/FM/….. FBA/FM/….. FBA/FM/….. FBA/FM/….. FBA/FM/….. FBA/FM/….. FBA/FM/….. FBA/FM/….. FBA/FM/….. FBA/FuM/….. FBA/FuM/….. FBA/FuM/….. FBA/P/…… FBA/P/…… FBA/P/…… FBA/P/…… FBA/P/…… FBA/P/…… FBA/PP/….. FBA/PP/….. FBA/PP/….. FBA/WGM/…..	Accounts Files General Ledger Obligation Documents Opening Balance Reports Year-end Closure Records Accounts Payable Files Financial Supporting Files Invoices Payment Authorisations Personal Advances Recovery Rental Advances Rental Subsidies Capital Asset Funds Capital Asset Records Budget Files Bank Account Authorisations Bank Reconciliations Petty Cash Records Remittance Transmittal Notices Revenue Account Files Certified/Paid Claims Certified/Paid Death & Disability Claim & Arbitration Files Contingent Owned Equipment Rejected Claims Contributors Records Donor Files Donor Files – Prospective Donor Financial Statements Donor Reports Government Contributions Private Sector Fund Raising Subject Files [A-Z] Voluntary Government Contribution Country Office Correspondence Emergency Financial Situations Financial Admin. Monitoring Financial Analysis Financial Control Financial Issues Financial Profiles Obligating Documents Programme Financing Files Project Documentation Resource Allocation Files Sub-Allotment Advices Handling & Custody of Funds Investment Funds Trust Funds Earnings & Benefits Register Monthly Billing Statements Payroll Identifier Index Records Payroll Issues Payroll Reports Tax Equalization Fund Records Circulars Manuals Standards Projects
HRM – HUMAN RESOURCE MANAGEMENT
HRM HRM HRM HRM HRM HRM HRM HRM HRM HRM HRM HRM	Appointments & Promotion Attendance, Leave & Vacation Benefits Compensation Entitlements Health and Safety Personnel Information Personnel Management Recruitment Safety Staff Relations Training	HRM/AP/….. HRM/ALV/…. HRM/ALV/…. HRM/B/……. HRM/B/……. HRM/C/……. HRM/C/……. HRM/C/……. HRM/E/……. HRM/HS/…… HRM/PI/……. HRM/PI/……. HRM/PI/……. HRM/PI/……. HRM/PM/….. HRM/PM/….. HRM/PM/….. HRM/PM/….. HRM/PM/….. HRM/PM/….. HRM/PM/….. HRM/PM/….. HRM/PM/….. HRM/PM/….. HRM/PM/….. HRM/PM/….. HRM/R/…….. HRM/R/…….. HRM/R/…….. HRM/R/…….. HRM/R/…….. HRM/R/…….. HRM/R/…….. HRM/R/…….. HRM/R/…….. HRM/S/……. HRM/SR/….. HRM/SR/….. HRM/SR/….. HRM/T/…… HRM/T/…… HRM/T/…… HRM/T/……	Appointments and Promotions Annual and Special Leave Attendance Records Pension Files Social Security Files Salary Administration Salary Scales Salary Surveys Workers’ Compensations Medical Facilities Contact Information Contractors Files Personnel Files [A-Z] Personnel Medical Records Administrative Files Awards and Honors Case Files Disciplinary Measures Gender Issues Job Descriptions Medical Examinations Separation from Service Staff Changes Staff Status Files Staffing Tables Statistical Tables/Reports Candidates Roster Language Examination Outgoing Personal Package Recruitment Files Recruitment Process Resumes Test Results Vacancy Notices Vacancy Statistics Staff Safety Programmes Staff Affairs Staff Management Relations Staff Relations Education Grant General Education Training Files Training Materials
IAM - INFORMATION ASSETS MANAGEMENT
IAM IAM IAM IAM IAM IAM IAM IAM	Archives & Records Management Collection & Reference Distribution Management Library Management Presentations Publications Publications Production Storage Media Management	IAM/ARM/……. IAM/ARM/……. IAM/ARM/……. IAM/CR/…….. IAM/CR/…….. IAM/CR/…….. IAM/CR/…….. IAM/CR/…….. IAM/CR/…….. IAM/CR/…….. IAM/CR/…….. IAM/CR/…….. IAM/DM/…….. IAM/DM/…….. IAM/DM/…….. IAM/DM/…….. IAM/DM/…….. IAM/L/…….. IAM/P/……… IAM/Pu/……… IAM/Pu/……… IAM/Pu/……… IAM/Pu/……… IAM/Pu/……… IAM/Pu/……… IAM/Pu/……… IAM/Pu/……… IAM/Pu/……… IAM/Pu/……… IAM/Pu/……… IAM/PuP/…….. IAM/PuP/…….. IAM/PuP/…….. IAM/PuP/…….. IAM/PuP/…….. IAM/PuP/…….. IAM/PuP/…….. IAM/SMM/…….. IAM/SMM/…..	Correspondence Files Subject Fiels Tracking Records Coding Finding Aids Handbooks and Directories Key Documents/Publications Non-UN Publications Reference Files Subject Files [A-Z] UN Documents UN Publications Contacts Inventories Logistic Studies Stock Movement Records Warehouse Records Acquisition Records Speeches Card Samples Copyright Permissions Direct Mailing Package Samples Direct Marketing Materials Graphic Design Files Production Files Promotional Materials Publications Submissions UN Documents Video Catalogues Audience Feedback Audience Research & Evaluation Broadcast Files Broadcast Programme Reports Broadcaster Database Celebrity Files Exhibits/Display Files Photographs Video Material
ICT – INFORMATION AND COMMUNICATION TECHNOLOGY
ICT ICT ICT ICT ICT ICT	Internet Networks Operations Software System Integration/Security Telecommunication	ICT/I/………… ICT/N/……….. ICT/O/……….. ICT/O/……….. ICT/O/……….. ICT/O/……….. ICT/O/……….. ICT/O/……….. ICT/O/……….. ICT/O/……….. ICT/O/……….. ICT/S/………… ICT/S/………… ICT/S/………… ICT/S/………… ICT/S/………… ICT/S/………… ICT/SIS/……… ICT/SIS/……… ICT/T/………… ICT/T/………… ICT/T/…………	Correspondence Files Website Documentation Secure Remote Operations Administrative Files Data Centre Management Documentation & Testing Mainframe Usage Reports Maintenance Files Problem Management Tracking Service Performance Support Level Agreements Telecommunications Aperture System Computerized Maintenance Documentation & Testing ATLAS Payroll Software Serial Numbers Card Access Records System Access Files Mail Management Office Directories PABX System and Files
LEG – LEGAL
LEG LEG LEG LEG LEG LEG	Agreements/Contracts Authorities Intellectual Property Judgements Legal Issues Real Estate	LEG/AC/…….. LEG/AC/…….. LEG/AC/…….. LEG/AC/…….. LEG/AC/…….. LEG/AC/…….. LEG/A/………. LEG/A/………. LEG/A/………. LEG/IP/………. LEG/IP/………. LEG/J/……….. LEG/LI/……… LEG/LI/……… LEG/LI/……… LEG/LI/……… LEG/LI/……… LEG/LI/……… LEG/LI/……… LEG/RE/…….. LEG/RE/……..	Agreements Contracts Contractual Requirements Contractual Status Memoranda of Understanding Property Management Files Certifying Officers Records Delegation of Authority Financial Signatory Files Branding Issues Patent and Trademark Issues Tribunal Judgement Administration of Justice Files Condition of Service Entitlement Files Government Relationships Member State Files Participation in UNDP Privileges and Immunities Deeds and Property Documents Lease Agreements
OAE – OVERSIGHT, AUDIT AND EVALUATION
OAE OAE	Inspections and Audits Investigations & Audits	OAE/IA/……. OAE/IA/……. OAE/IA/……. OAE/IA/……. OAE/IA/……. OAE/IA/……. OAE/IA/……. OAE/IA/……. OAE/IsA/……. OAE/IvA/……. OAE/IvA/……. OAE/IvA/……. OAE/IvA/……. OAE/IvA/……. OAE/IvA/……. OAE/IvA/……. OAE/IvA/…….	Evaluation Client Files Evaluation Files Evaluation Strategic Reviews Evaluation Support Files Evaluation Systems Files Evaluation Work Programme Inspection Files Monitoring & Evaluation Method Monitoring Files Audit Correspondence Audit Files Audit Reports Board of Auditors Fraud Cases Inspection Files Investigation Files Performance Evaluation
OCM – ORGANISATION, CO-ORDINATION AND MANAGEMENT
OCM OCM OCM OCM OCM OCM OCM	Agencies Committees Departments/Bureaus Governing/Executive Board Management Policies & Procedures Policy Issues	OCM/A/…….. OCM/A/…….. OCM/A/…….. OCM/A/…….. OCM/A/…….. OCM/A/…….. OCM/C/……… OCM/C/……… OCM/C/……… OCM/C/……… OCM/C/……… OCM/C/……… OCM/C/……… OCM/C/……… OCM/C/……… OCM/C/……… OCM/DB/……. OCM/GB/……. OCM/GB/……. OCM/M/…….. OCM/M/…….. OCM/M/…….. OCM/M/…….. OCM/M/…….. OCM/M/…….. OCM/M/…….. OCM/M/…….. OCM/M/…….. OCM/PP/…….. OCM/PP/…….. OCM/PP/…….. OCM/PP/…….. OCM/PP/…….. OCM/PP/…….. OCM/PP/…….. OCM/PP/…….. OCM/PP/…….. OCM/PP/…….. OCM/PP/…….. OCM/PI/………	Correspondence Files Goals Inter-Agency Coordination Pledging Event Files Specialised Agency Files Transaction Files Ad Hoc Committee Materials Committee Correspondence Committee Documents Committee Materials Committee Minutes & Documents Committee Reports Progress Reports Submissions Testimony Working Papers Correspondence Files Correspondence Files Minutes & Documents Administrative Files Authority Charts Cooperation & Consultation Management Issue Files Meeting Minutes & Documents Organisational Reports Policy Issue Files Restructuring Studies Strategic Plans Bulletins/Circulars Executive Directives Laissez-Passer and Visa Files Manuals Policies Policy Administration Files Policy Application Review Policy Issues Procedures Staff Duties, Obligations, Privileges Standards UNDP Issues
PPM – PROGRAMMES, PROJECTS AND MISSIONS
PPM PPM PPM PPM PPM PPM PPM	Communications Country Operations Country Office Operations Programme Information Programme Planning & Monitoring Regional Office Management Working Group Materials	PPM/C/……… PPM/C/……… PPM/CO/…….. PPM/CO/…….. PPM/CO/…….. PPM/CO/…….. PPM/COO/…… PPM/COO/…… PPM/COO/…… PPM/PI/………. PPM/PI/………. PPM/PI/………. PPM/PI/………. PPM/PI/………. PPM/PPM/……. PPM/PPM/……. PPM/PPM/……. PPM/PPM/……. PPM/PPM/……. PPM/PPM/……. PPM/PPM/……. PPM/PPM/……. PPM/PPM/……. PPM/PPM/……. PPM/PPM/……. PPM/PPM/……. PPM/PPM/……. PPM/PPM/……. PPM/PPM/……. PPM/PPM/……. PPM/PPM/……. PPM/PPM/……. PPM/PPM/……. PPM/PPM/……. PPM/PPM/……. PPM/PPM/……. PPM/PPM/……. PPM/PPM/……. PPM/PPM/……. PPM/ROM/……. PPM/ROM/……. PPM/WGM/…… PPM/WGM/…… PPM/WGM/…… PPM/WGM/…… PPM/WGM/……	Code Tables Correspondence Files Country Office Files Government Relations Files Programme Files Project Files Confidential Correspondence Country Office Files Country Office Missions Administrative Files Reference Databases Research Files Reference Material Technical Advice Files Activity Reports Agency Advisors Files Case Files Correspondence Files Country Programme Files Division Publications Management Plan Partnership Project Files Programme Analysis Files Programme Directives Programme Evaluation Files Programme Information Programme Monitoring Files Programme Processes Programme Reports Programme Theme Files [A-Z] Project Files [by country] Quality Control Files Resource Mobilization Files Situation Analyses Speciall Sessions Files Special Studies Statistical Files Technical Reports Work Plans Regional files Regional Management Teams Governmental Experts Partnership Project Files Project Initiation Files Special Project Files Thematic Project Files
ROC – RELATIONS, OUTREACH, MEDIA AND COMMUNICATIONS
ROC ROC ROC ROC ROC ROC ROC ROC ROC ROC ROC ROC ROC ROC	External Relations Foundations Funds Intergovernmental Relations Management Media Management Member States Non-Governmental Organisations Partners & Academic Institutions Press Relations Public Relations Speeches Treaties UN Common System	ROC/ER/…….. ROC/ER/…….. ROC/F/……….. ROC/F/……….. ROC/F/……….. ROC/Fu/……… ROC/IR/………. ROC/IR/………. ROC/IR/………. ROC/IR/………. ROC/M/………. ROC/M/………. ROC/M/………. ROC/M/………. ROC/M/………. ROC/MM/……. ROC/MM/……. ROC/MM/……. ROC/MM/……. ROC/MM/……. ROC/MS/…….. ROC/NGO/…… ROC/NGO/…… ROC/NGO/…… ROC/PAI/…….. ROC/PAI/…….. ROC/PAI/…….. ROC/PR/……… ROC/PR/……… ROC/PR/……… ROC/PuR/…….. ROC/PuR/…….. ROC/S/……….. ROC/S/……….. ROC/T/……….. ROC/T/………. ROC/T/………. ROC/UCS/……. ROC/UCS/……	External Relations Files Institutions Files Board Reports Founding Agreement Correspondence Files Trust Fund Files Cooperation Agreements Correspondence Files International Organisations Minutes and Documentation Communications Strategies Hospitality Files NGO Relations Public Information Activities Statistical Commission Files Production Files Video Inventory Video Masters Video Production Contacts Video Scripts Correspondence Files [by State] Correspondence Files Donor Relations Files Technical Assistance Files Advisory Board Materials Annual Reports Committee Minutes & Document Articles Press Clippings Press Releases Correspondence Files Production Files Speaking Engagement Files Speech Files Authentic Treaties Conference Files Correspondence Files Correspondence Files Reform Measures & Initiatives