The Archives and Records Management Section (ARMS) can assist United Nations offices with all archives and records management needs.
Some of the significant archives and records functions that we offer advice and assistance on include:- Developing and improving records management programmes, record plans and records classification schemes
- Managing electronic records
- Selecting recordkeeping systems and records management software
- Managing e-mail as records
- Using current records retention schedules
- Developing records retention schedules
- Providing advice on records storage and records need to be retained as archives
- Undertaking records surveys & inventories
- Undertaking a records scanning and digitization project
- Managing vital records to support business continuity and disaster recovery
For United Nations departments and offices
located in New York City ARMS can provide on-site visits and
meet with management and staff to discuss records issues. United
Nations offices and agencies located away from New York should
contact ARMS to discuss what arrangements can be made.
Please contact ARMS if you
wish to use our advisory services or if you need any archives
and records management related information.
Using Current retention schedules
Records retention schedules are crucial records management
tools and are a fundamental component part of any records
management programme. Records
retention schedules are used to determine how long records
are to be kept. They set out appropriate retention periods
for all classes of records telling you the minimum time
to keep those records which can then be destroyed and also
which records must be kept as archives. Records Retention
Schedules authorize the legal and accountable
retention and disposition
of records. All retention schedules must be approved
by ARMS.
There are two main types of schedules:
- Specific or departmental retention schedules relating to records unique to a specific department or business function. Examples include a schedule for the legal records of the Office of Legal Affairs, or a schedule for the pension records of the United Nations Pension Fund.
- General retention schedules relating to records common to more than one UN office which may include general administrative records such as finance, time and attendance or requisition records.
Applying a retention schedule to records is a process known as "sentencing" the records. ARMS has prepared guidelines on how to sentence records.
Please click here to view approved United Nations records retention schedules.
Developing retention schedules
Records retention schedules are developed as a result of
a
business analysis project. This is a joint effort between
ARMS and the UN department or office which is responsible
for the records.
The steps in the process are as follows:
- Analyse the functions, activities and transactions documented by the records of a business unit
- Assess the value of the records based on the importance of the function to which they relate
- Research the relevant business, administrative, fiscal, legal, historical requirements to establish how long to retain records.
- Create the retention schedule.
- With the agreement of the records originating offices, ARMS formally approves the retention schedule.
The schedule sets out the various classes or series of records created by the business unit and gives a retention or disposition action to each class or series of records. Examples of retention and disposition actions are:
- Retain for 2 years then destroy in the office;
- Retain for 20 years; transfer to the Archives 3 years after date created; or
- Retain permanently; transfer to the Archives 3 years after date created.
Records retention schedules are often developed in tandem with the development of corresponding records classification schemes to ensure that records capture and creation is linked to records retention and disposition.
Please click here to view approved United Nations records retention schedules.