Deals with the preservation and maintenance of non-current records on a temporary or permanent/indefinite basis in accordance with an established retention schedule. The public record of UNDP should be electronic whenever possible, and should be stored in UNDP official systems.
A system located on the Intranet and can be reached via the OFA website. Users will find a list of Procedures which they can select and navigate to a form where they provide the details of their request and to which they must attach the required documents. Following submission of the form(s), workflows associated with these tasks are automated to ensure appropriate controls, approvals and routing of documentation, as well as regarding service requests to enable the maintenance of their status by CO’s and HQ units. For Inventory Management, DMS serves as document depository which holds Inventory Control Reports and Certifications.
Depending on the archival value to the organization, organizational records fall into two categories: temporary and permanent files. UNDP's retention schedule complies with external Audit requirements. For Programme files the retention period is seven years following the completion of the project.
Contain records originating from, or received by, the organization in written or printed form as well as documents generated by the computer and electronic forms.
A financial record is a document either physical or electronic, which creates either: a liability and its settlement; an asset and its liquidation; a receivable; a payment; a record of a deposit
Records comprise any information, regardless of physical form or characteristics, which originate from, or are received by, UNDP within the framework of its official activities.
Or “archiving”, deals with the preservation and maintenance of non-current records on a temporary or permanent/indefinite basis in accordance with an established retention schedule.