Archive Group AG 8 - Secretariat Records

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 - Expert meeting of physical anthropologists and genetists Educational Mission to Afghanistan – Follow-up Educational Mission to Afghanistan – Equipment Report of the Advisory Committee of Experts (on Unesco Administration) - Aghnides report Statement on Race - Part I Statement on Race - Part II 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 Regular Programme - Creative Artists - 1955-1956 - USA - John Biggers Regular Programme - Creative Artists - 1961-1962 - Nigeria - Albert Achebe - Writer Regular Programme - Creative Artists - General File 1954-1955 to 1961-1962 Relations with the Union of South Africa - Official Regular Programme - Creative Artists - 1961-1962 - Sudan - Ibrahim El Salahi - Painter

Zone d'identification




Secretariat Records


Niveau de description

Archive Group

Étendue matérielle et support

Zone du contexte

Nom du producteur

Histoire administrative

Histoire archivistique

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


Continuous accruals

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

Conditions d’accès

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

  • arabe
  • chinois
  • anglais
  • français
  • russe
  • espagnol

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 8/2.2 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

Zone des sources complémentaires

Existence et lieu de conservation des originaux

Existence et lieu de conservation des copies

Unités de description associées

Descriptions associées

Zone des notes

Identifiant(s) alternatif(s)


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.




Zone des entrées

Sujets associés

Personnes et organismes associés

Genres associés

Lieux associés