Archive Group AG 8 - Secretariat Records

Report of the Advisory Committee of Experts (on Unesco Administration) - Aghnides report UNESCO Institutes in Germany - Legal Matters UNESCO Institutes in Germany - Governing Boards UNESCO Institutes in Germany - Personnel Mission of Experts to Evaluate the Work of the UNESCO Institutes in Germany Visit of UNESCO Institutes in Germany by Members of the Executive Board Subcommittee Statement on Race - Part I Statement on Race - Part II Statement on Race - Expert meeting of physical anthropologists and genetists Study on the positive contributions by immigrants - Part I Study on the positive contributions by immigrants - Part II Comité sur les Principes Philosophiques des Droits de l’Homme - Part I Comité sur les Principes Philosophiques des Droits de l’Homme - Part II Public Opinion Enquiries on Human Rights UNESCO Education Institutes – Germany – Meetings & Seminars 1952 UNESCO Education Institutes – Germany – Site Educational Mission to Afghanistan Educational Mission to Afghanistan - Reports Educational Mission to Afghanistan – Follow-up Educational Mission to Afghanistan – Equipment Relations with Lebanon - Official - Part I Constitution of the United Nations Educational Scientific and Cultural Organization (UNESCO), Lon... Regular Programme - Creative Artists - 1955-1956 - USA - John Biggers Regular Programme - Creative Artists - 1961-1962 - Nigeria - Albert Achebe - Writer Regular Programme - Creative Artists - 1961-1962 - Sudan - Ibrahim El Salahi - Painter Regular Programme - Creative Artists - General File 1954-1955 to 1961-1962 Relations with the Union of South Africa - Official Afghanistan - Ratification of the UNESCO Constitution 94/1901 - Albania - Ratification of the UNESCO Constitution Algeria- Ratification of the UNESCO Constitution Andorra- Ratification of the UNESCO Constitution Angola- Ratification of the UNESCO Constitution Argentina- Ratification of the UNESCO Constitution Australia- Ratification of the UNESCO Constitution Austria- Ratification of the UNESCO Constitution Bahrain - Ratification of the UNESCO Constitution Barbados - Ratification of the UNESCO Constitution Belarus (Byelorussian S.S.R.) - Ratification of the UNESCO Constitution Belgium - Ratification of the UNESCO Constitution Bolivia - Ratification of the UNESCO Constitution Brazil - Ratification of the UNESCO Constitution Brunei Darussalam - Ratification of the UNESCO Constitution Bulgaria - Ratification of the UNESCO Constitution Burkina Faso (Upper Volta) - Ratification of the UNESCO Constitution Burundi - Ratification of the UNESCO Constitution Cambodia - Ratification of the UNESCO Constitution Cameroon - Ratification of the UNESCO Constitution Canada - Ratification of the UNESCO Constitution Cape Verde - Ratification of the UNESCO Constitution Central African Republic - Ratification of the UNESCO Constitution Chad - Ratification of the UNESCO Constitution Chile - Ratification of the UNESCO Constitution Colombia - Ratification of the UNESCO Constitution Comoros (Comeros) - Ratification of the UNESCO Constitution Côte d'Ivoire (Ivory Coast) - Ratification of the UNESCO Constitution Cuba - Ratification of the UNESCO Constitution Cyprus - Ratification of the UNESCO Constitution Czech Republic (Czechoslovakia) - Withdrawal and Re-Acceptance of the UNESCO Constitution Congo (Leopoldville) - Ratification of the UNESCO Constitution Congo (Brazzaville) - Ratification of the UNESCO Constitution Benin (Dahomey) - Ratification of the UNESCO Constitution Bangladesh - Ratification of the UNESCO Constitution Bahamas - Ratification of the UNESCO Constitution Bhutan - Ratification of the UNESCO Constitution Belize - Ratification of the UNESCO Constitution Antigua and Barbuda - Ratification of the UNESCO Constitution Cook Islands - Ratification of the UNESCO Constitution Croatia - Ratification of the UNESCO Constitution Azerbaijan - Ratification of the UNESCO Constitution Armenia - Ratification of the UNESCO Constitution Bosnia and Herzegovina - Ratification of the UNESCO Constitution Costa Rica - Ratification of the UNESCO Constitution India - Ratification of the UNESCO Constitution Ecuador - Ratification of the UNESCO Constitution Egypt - Ratification of the UNESCO Constitution Eritrea - Ratification of the UNESCO Constitution Ethiopia - Ratification of the UNESCO Constitution Montenegro  - Ratification of the UNESCO Constitution South Sudan  - Ratification of the UNESCO Constitution Finland  - Ratification of the UNESCO Constitution The Gambia - Ratification of the UNESCO Constitution Grenada - Ratification of the UNESCO Constitution Guinea-Bissau - Ratification of the UNESCO Constitution San Marino - Ratification of the UNESCO Constitution Suriname (Surinam) - Ratification of the UNESCO Constitution eSwatini (Swaziland) - Ratification of the UNESCO Constitution Namibia - Ratification of the UNESCO Constitution Equatorial Guinea - Ratification of the UNESCO Constitution Sao Tomé and Principe - Ratification of the UNESCO Constitution Saint Lucia - Ratification of the UNESCO Constitution Maldives - Ratification of the UNESCO Constitution Zimbabwe - Ratification of the UNESCO Constitution Tonga - Ratification of the UNESCO Constitution Western Samoa - Ratification of the UNESCO Constitution Fiji - Ratification of the UNESCO Constitution Saint Kitts and Nevis - Ratification of the UNESCO Constitution Kiribati  - Ratification of the UNESCO Constitution Lithuania - Ratification of the UNESCO Constitution Estonia - Ratification of the UNESCO Constitution Latvia - Ratification of the UNESCO Constitution
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Identity area

Reference code

FR PUNES AG 8

Title

Secretariat Records

Date(s)

Level of description

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Context area

Name of creator

Administrative history

Foundation:
The United Nations Educational, Scientific and Cultural Organization (UNESCO) was founded by thirty-seven countries as a result of the United Nations Conference for the establishment of an educational and cultural organization (ECO/CONF). Its Constitution, signed on 16 November 1945, came into force on 4 November 1946 after ratification by twenty countries: Australia, Brazil, Canada, China, Czechoslovakia, Denmark, Dominican Republic, Egypt, France, Greece, India, Lebanon, Mexico, New Zealand, Norway, Saudi Arabia, South Africa, Turkey, United Kingdom and United States. The first session of the General Conference of UNESCO was held in Paris from 19 November to 10 December 1946 with the participation of representatives from 30 governments entitled to vote.

Member States :
The ashes of the Second World War are reflected in the composition of the founding Member States of UNESCO. Japan and the Federal Republic of Germany became members in 1951, Spain in 1953. Other major historical factors, as the Cold War, the decolonization process and the dissolution of the USSR, also left their trace on UNESCO. The USSR joined UNESCO in 1954 and was replaced by the Russian Federation in 1992. Nineteen African States became Members in 1960. Twelve Republics from the former Soviet Union joined UNESCO in the period 1991 to 1993. As a consequence of its entry into the United Nations, the People's Republic of China has been the only legitimate representative of China at UNESCO since 1971. The German Democratic Republic was a Member from 1972 to 1990, when it joined the Federal Republic of Germany. In 1984, the United States withheld its contributions and withdrew from the organization in protest, followed by the United Kingdom in 1985 and Singapore in 1986. Following a change of government in 1997, the UK rejoined. The United States rejoined in 2003, followed by Singapore on 8 October 2007.

Reforms:
Since 1999 considerable reforms were implemented by UNESCO to restructure and decentralize the Organization’s staff and activities. These included the reduction of the number of divisions, allowing a corresponding halving of the number of directors and negotiated staff departures. In addition, the Internal Oversight Service (IOS) was established in 2001 to improve organizational performance by including the lessons learned from programme evaluations into the overall reform process.

Repository

Archival history

Immediate source of acquisition or transfer

Direct transfer to the archives

Content and structure area

Scope and content

Secretariat records, as separate from Secretariat Documents issued with official document codes, include programme files, project files, division files, registry files, administrative files, and working files. The Archival Group is comprised of the following collections and fonds:

-Legal instruments (LA) Collection: agreements, conventions, recommendations, final acts, plans of operation, protocols, contracts, statutes, credentials, full powers of the Delegates of the General Conference, etc., that have been transferred to the Archives.

-Central Registry Collection: official correspondence files (also called 'registry files' and 'subject files on programme maters') contianing documents collected from Secretariat units and organized according to a subject-based classification scheme by the former Registry Section.

-Secretariat fonds: records created and maintained by the organizational units of the Secretariat in the course of their activities, such as, for example, the Executive Office of the Director General (CAB), Bureau of Studies and Programming (BEP, PSP), Secretariat of the General Conference and the Executive Board (SCX), etc. The fonds includes records of committees and commissions that reported to the Director-General.

Appraisal, destruction and scheduling

Accruals

Continuous accruals

System of arrangement

The filing plan used for programme sector of the Secretariat (1946-1996) files, which are the main records of this fond, is mainly based on the Universal Decimal Classification (UDC) system. The UDC structures information and files according to subject words in a codification system developed as a cataloguing tool for libraries.

Since 1996, most programme sector files are organised according to decentralized filing plans, which reflect the provenance of the records. These are therefore arranged with the Secretariat Fonds. The inventories of archives originating in the central and administrative services have respected the traditional, archival provenance principle since the establishment of the Secretariat in 1946 and also form part of the Secretariat fonds.

Conditions of access and use area

Conditions governing access

The Rules governing access to the archives by external researchers are established in the UNESCO Administrative Manual, Appendix 9.5a.
As a general rule, Secretariat correspondence and administrative files are open for consultation after twenty years, counted from the most recent item in the file.
Access to a document or file not yet within the open consultation period may be granted by the Chief Archivist on an exceptional basis with the agreement of the appropriate official(s) or unit(s) of the Secretariat.

Conditions governing reproduction

Language of material

  • Arabic
  • Chinese
  • English
  • French
  • Russian
  • Spanish

Script of material

Language and script notes

Physical characteristics and technical requirements

Finding aids

AG 8/1: Secretariat records: list of sub-groups and series (220)

AG 8/2.1: Abridged filing plan for the official dossiers in use by the Secretariat of UNESCO (GES/WS/2), (NB: The official dossiers are also called “registry files”, “official correspondence files” or “programme files”)

AG 8/2.2 REG: Index of inactive correspondence files, 1st series, 1946-1956

AG 8/2.3 REG: Index of inactive correspondence files, 2nd series, 1957-1966

AG 8/2.4 REG: Box list for inactive correspondence files, 1st and 2nd series (box REG 1-1632),1946-1966

Registry files: card index, Inventories of records transferred to the Archives by series (constituted by administrative units), 1946-1966

Inventories of records transferred to the Archives by series (constituted by administrative units)

AG 8/3 LA: Legal instruments (agreements, conventions, solemn documents and other instruments: list, registers, card index), partly computerized as of 1990

AG 8/3 TA: List of Technical Assistance projects, 1950-1972

AG 8/3 SF: List of Special Fund projects, 1959-1972

AG 8/3 PP: Participation Programme (PP): list of documents and records, 1955-

AG 8/4 SCHM: International Commission for a History of the Scientific and Cultural Development of Mankind (SCHM): inventory of archives, 1944-1969

AG 8/4 Int.Com.: Internal committees, boards, councils and working groups of the Unesco Secretariat

AG 8/5: Biographical files (name files) established by the Archives on selected persons related to UNESCO and its activities

Allied materials area

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Description control area

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Institution identifier

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Dates of creation revision deletion

Created by Julia Pohle, June 2009. Revised slightly AWT 20 March 2012.

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