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