FR PUNES AG 8
Niveau de description
Étendue matérielle et support
Zone du contexte
Nom du producteur
Source immédiate d'acquisition ou de transfert
Direct transfer to the archives
Zone du contenu et de la structure
Portée et contenu
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.
Évaluation, élimination et calendrier de conservation
Mode de classement
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.
Zone des conditions d'accès et d'utilisation
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 de reproduction
Langue des documents
Écriture des documents
Notes sur la langue et l'écriture
Caractéristiques matérielle et contraintes techniques
Instruments de recherche
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 8/2.3 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
Zone des sources complémentaires
Existence et lieu de conservation des originaux
Existence et lieu de conservation des copies
Unités de description associées
Zone des notes
Mots-clés - Sujets
Mots-clés - Lieux
Mots-clés - Noms
Mots-clés - Genre
Zone du contrôle de la description
Identifiant de la description
Identifiant du service d'archives
Règles et/ou conventions utilisées
Niveau de détail
Dates de production, de révision, de suppression
Created by Julia Pohle, June 2009. Revised slightly AWT 20 March 2012.