FR PUNES AG 8-SEC
Level of description
Extent and medium
Name of creator
Immediate source of acquisition or transfer
Direct transfer to the archives
Content and structure area
Scope and content
Secretariat records as separate from (printed) Secretariat documents include Secretariat files with correspondence, letters, memos, notes, reports ('programme files', 'project files', 'administrative files', 'working files') including:
Records of 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.
Records of the Divisions: Fellowships, Field Equipment, Reports, Management.
Records of the Bureaus and Offices: International Standards and Legal Affairs, Budget, Financial Comptroller, Personnel, Unesco Press, Public Information, Conferences, Languages and Documents, General Services, Data Processing Services, Statistics, etc.
Records of the Boards, Councils and Committees
Appraisal, destruction and scheduling
System of arrangement
Since 1996, most programme sector files are organised according to decentralized filing plans, which reflect the provenance of the records.
By contrast, 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.
Conditions of access and use area
Conditions governing access
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
Script of material
Language and script notes
Physical characteristics and technical requirements
Paper files / documents;
Partly electronic versions available.
AG 8/1: Secretariat records: list of sub-groups and series (220)
Inventories of records transferred to the Archives by series (constituted by administrative units)
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
Existence and location of originals
Originals kept in the UNESCO archives.
Current records ('current archives') are kept in file stations by Secretariat units.
Existence and location of copies
Some copies might be kept in the Sectors.
Related units of description
Subject access points
Place access points
Name access points
Genre access points
Description control area
Rules and/or conventions used
Level of detail
Dates of creation revision deletion
Created by Julia Pohle, 2009. Revised as part of a change to descriptive levels in AtoM by Adele Torrance, 2011.