付表2 現地での文書整理システムの一例
1. A file list should be set up immediately on the opening of a new office. It should be done in such a way that it can expand and contract to take account of new situations. One must achieve the correct balance between being too specific and too general.
2. Three types of files should always bear a standard format reference or symbol whether maintained at Headquarters or in the Field: personnel (PER/IND) files, individual case (IC) files and project files. The latter symbol is always allocated by Headquarters.
A personnel file bears the file reference PER/IND FAMILY NAME, Given Names, e.g. PER/IND SMITH, Ms Jane Marie
An individual case file bears IC FAMILY NAME, Given Names RUR (country of residence)/RUR (country of origin)
e.g. IC SMITH, Ms Jane Marie RUR/RUR
A project file bears Year/Source of fund/Country of operation/assistance type/project number, e.g. 98/EF/RUR/EM/140.
3. An indication of subject files which might be required is given below. The number designates a subject not a file. Accordingly, files may comprise two or more file numbers.
A file should "tell a story".
Do not make subsequent perusal difficult by filing items out of sequence.
4. Security should be considered when filing documents, in paper and or electronic form. Files which should be destroyed in the event of evacuation of the office should be marked in advance. These should include individual case files and personnel files.
Suggested File List
1. General & External Affairs
100 UNHCR Structure/Mandate & Gen. Info.
101 Executive Committee
102 IOM/FOMs
110 Relations with (host) Government
111 Relations with local Consulates
112 Inter-Agency Meetings
113 NGOs (general & alphabetical by agency)
114 UN Agencies (general & alphabetical by agency)
115 Inter-Governmental Organizations (general & alphabetical by agency)
120 Reports from the field
121 Situation Reports (SITREPS)
122 Camp profiles
130 Missions to the office (UNHCR & alphabetical)
131 Missions by office staff (alphabetical)
132 Visitors to the office (non-UNHCR & chronological)
133 Public Information Activities & Media Relations
134 Press releases & Press clippings
135 Conferences and Special Events
140 Training/Seminars/Workshops
150 Fund Raising/Contributions
2. Protection
200 Protection General ― UNHCR
201 Human rights/Country of Origin Info. (RUR ― Alphabetical)
210 Protection (host country)
211 Detention
212 Determination
213 Tracing
214 Family Reunion
215 Physical Security of Refugees
216 Registration
3. Operations & Assistance
300 Field Operations General
301 Field Operations (by site/camp)
310 Programme General (UNHCR) including FOBS
311 Assistance Programme General (host country)
312 Emergency Management
313 Technical Support
314 Procurement
320 Food/Nutrition
321 Health
322 Water & Sanitation
323 Site Planning & Shelter
324 Non-Food Items & Domestic Supplies
