Hello Laila, I am traveling at moment. When I am back in NY in Feb I will add
you as observer so you can receive the items distributed to WGARM members.
Regards - Adhiratha



"Laila Ido" <ido@un.org>
07/01/03 15:12

To: akeefe@unicef.org
cc:
Subject: WGARM



Dear Mr. Keefe,

I would like you to add my name to your mailing list. I attended the above
meeting once before in place of MarieJo Floret, Chief, Information Management
Unit of OCHA. Since she has asked me to attend on her behalf when she is
absent, I would appreciate receiving your messages directly.

Best Regards
Laila

Laila Ido-Elmahdy
OCHA Registry, IMU
Room S-3600X
(212) 963-4087 (tel.)
(212) 963-9489 (fax)
ido@un.org (e-mail)


----- Forwarded by MarieJo Floret/OCHA/NY on 27/11/2002 01:34 PM -----
akeefe@unicef.org
27/11/2002 11:35 AM
To: UN CC ARM jenny <yap@unfpa.org>, "Kate McBride"
<mcbridek@un.org>, UN CC ARM bridget <sisk@un.org>, rcross@undp.org,
dmueller@unicef.org, gines@un.org, floretm@un.org cc: UN CC ARM
marilla <guptil@un.org> Subject: Comments on Notes for
Functions, Sub functions, Series list before circulate to complete WGARM



Jenny, Kate, Bridget, Rosie, Dhurjati, Noriko, Marie-Jo, Please See below
Quick notes For comments before I send on to WGARM and Al Andolsen -
Adhiratha.
=============================================================
Further WGARM meeting on 26 Nov, We have agreed to have our next meeting on
Wed 4 Dec at 2:00 pm. The Consultant Al Andolsen is out of NY until 9th.
But would appreciate receiving any comments [initial ones below] which he
can include with his 02 Deliverables. We will review the new deliverables
at 5 Dec and then plan for meeting with consultant on 09 Dec.

Below are comments received as of end 26 Nov meeting.

Initial comments from WGARM:

A - Intro and Legend for document
a - We need to list the main functional grouping with a short par
that incorporates main items from sub functions - (and possibly identifies
what not included or cross reference to related or functions)
b - Need an intro that makes clear this covers all types of
information irregardless of media of creation, use or storage -
specifically mentioning electronic versions of documents and messages.
c - short note should explain the scope not of the project and refer
to the project definition and where detailed documents are available;
d - Identify next steps of project

B- changes to the name of Main Functions and Sub Functions.
a - HUM to become HRM for Human Resource Management
b - "OPS" = Operations Category to be replaced by
- OAF = or OAA = Oversight and Audit Functions including Internal
& External audit] etc
- "PPM" - Programmes, Projects and Missions [ including
geographical - Field, Region, Area, country [and sub divisions] and Theme
or Subject based programmes or projects management.

c - "PIN" = Public Information , to be replaced by
"ROC" or "ROC" = Relations [internal and external], Outreach,
Media and Communications
d - "SYS" = Systems to be replaced by
ICT = Information and Communication Technology [including
hardware, software and communication technology etc]
e - Add
IAM Information Assets Management [including Records, Document,
Library, Archive, Content and Knowledge Management]

C- Need to discuss the use of generic "series" titles under a number of
functions or sub functions.
a) need explanation in Legend cover page as to why these Series or Sub
functions are repeated
b) E.g "Subject files" and "Correspondence Files". Where the "subject
may have different retention periods, we will need to spell out what the
main subject differences are.
c) if the same title is agreed for a series it should include a fuller
description to identify what type of "subject " or "correspondence" records
these are. this information should be included at line item to avoid
confusion.

D - Would like the consultant to spell out the criteria [or rule of thumb]
used for grouping sub functions around function -- and series around a sub
function. A short explanation need to be provided with legend page. We may
want to revisit the decision process of what makes a Function and Sub
function over time - to add or modify the common list.

E- Consultant had indicated Access DB for presentation but changed to excel
to allow quick sharing for him to deliver near to deadline agreed. The next
will be DB version. Members expressed hope that the DB version would have
basic reports which allow for better printing etc.
a) final will need spell check
b) reports to have page of page and date printed footer

F- Confirmed that each of the WGARM participating organizations are to
report back to their contributing units and relay their feedback before the
lists and report is finalized. PO reps are also expected to inform their
units and WGARM what gaps in list seem to be present.

- Adhiratha.

ps. If you would like a separate meeting to review your POs submissions
related to this exercise suggest a time.



Adhiratha Keefe
19-11-2002 05:49 PM

To: floretm@un.org, gines@un.org, Kennedy@unfpa.org,
Richard.Hellinger@wfp.org, rcross@undp.org, Sonia.Simmonds@unops.org,
newtont@un.org, UN CC ARM <Quincy-Jones@un.org>, UN CC ARM anatoly
<gavrilov@un.org>, UN CC ARM antonio <silva@un.org>, UN CC ARM Alexander
<sokol@un.org>, UN CC ARM bridget <sisk@un.org>, UN CC ARM chris
<hesling@unfpa.org>, UN CC ARM howard dale <hdale@unicef.org>, UN CC ARM
jenny <yap@unfpa.org>, UN CC ARM lilly <chau@un.org>, UN CC ARM Lorraine
<waitman@un.org>, UN CC ARM marilla <guptil@un.org>, UN CC ARM Phyllis
<Dickstein@un.org>, UNMOVIC <Dehondt@un.org>, bartosch@un.org, Dhurjati
Mueller/USA/HQ/UNICEF@UNICEF, mendezl@un.org, Adhiratha
Keefe/USA/HQ/UNICEF@UNICEF
cc:
Subject: DRAFT Records Management Appraisal Matrix and suggested
meet 26 Nov 10:30am or 2:30pm

Attached is the first draft deliverable from the consultant concerning the
Appraisal Decision Assistance Project [in zip format]. He has also
provided some brief notes. I have also posted this document at the
Sharework site: http://www.sharework.net/
WGARM ID = wgarm
Password = ccarm
Consultant prepared : Draft Records Matrix for Appraisal Decision Project
as of 18 Nov 2002. This is a 1MB excel spread sheet and includes a list
of : Functions; Sub-Functions; Record Series; Record Series with Related
Functions and master data.

I suggest you arrange to compare this product with the main record series
which were submitted for your organization and make proposals to be
reflected in the final.

Could we meet early next week to discuss this deliverable and plan for the
review of other deliverables associated with this project? I initially
propose Tuesday 26th Nov 10:30 am or 2:30 pm? Comments welcome
Regards - Adhiratha

----- Forwarded by Adhiratha Keefe/USA/HQ/UNICEF on 19-11-2002 05:27 PM
-----
Alan A Andolsen CMC CRM <AlAndolsen@NAREMCO.COM>
18-11-2002 04:34 PM
Please respond to AlAndolsen

To: Marilla Guptil <guptil@un.org>, Adhiratha Keefe
<akeefe@unicef.org>
cc:
Subject: DRAFT Records Management Appraisal Matrix


Attached. After condensation is was about 1MB so I zipped it as an
attachment.

The elements are separated into worksheets in an Excel spreadsheet [This is
only for ease of review. The final product will be a database.] I have
turned
on AutoFilter so you can see how the data group together.

Statistics:

155 Inventories Submitted
120 Valid Inventories [removing duplicates] = Unit List
1658 Inventory Entries = Master List
416 Record Series
9 Major Functions
99 SubFunctions

The Functions and SubFunctions seemed to flow from the data. However, if
there
is language that is incorrect or inappropriate, I can easily change it. I
am
definitely not happy with the ORG function and would appreciate any
suggestions
you might have. Even with the organigrams, I am certain that I do not fully
understand the UN's organization and structure. Trying to resolve some ORG
issues resulted in the delay from delivery on Friday.

The next installment at the beginning of December will add the citation
from
the external sources as well as a clean up of the citations provided by the
units.

Al

--

Alan A. Andolsen CMC CRM
President
Naremco Services Inc.
60 East 42nd Street
New York, NY 10165

Voice: 212-697-0290
Fax: 212-986-1736
MailTo:AlAndolsen@NAREMCO.COM
URL: HTTP://WWW.NAREMCO.COM


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