The following instructions are for telecommunications operators who need to keep a formal log of all messages received and transmitted (including e-mail, fax and PACTOR). The principles are that in each case "HCR" must appear in the prefix and whatever the type and means of communication, each message must bear one number unique to that transmission for each addressee.
Components of the message identity are:
● Message from Headquarters to the Field: HCR/aaaaa/9999
● Message from the Field to Headquarters: aaaaa/HCR/9999
where aaaaa is the official UNHCR location (Duty Station) code of the Field Office concerned, and 9999 is a four figure sequential number starting at 0001 on the 1st of january each year.
● Between field offices: aaaaa/bbbbb/HCR/9999
where aaaaa is the five letter location code for the sending field office and bbbbb is the five letter location code for the addressee, and 9999 = four figure sequential number, starting at 0001 on the 1st of January each year.
● To non-UNHCR addressees: aaaaa/MSC/HCR/9999
There are two categories of four figure sequential numbers which may be used:
Category A is used for communications between Headquarters and field offices and between field offices with a considerable message exchange. The number used would be the next in the series for communications that year between the originator and addressee.
Category B is for UNHCR addressees who do not fall into Category A and for non-UNHCR addressees. If there are many such messages, two series may be used: UNHCR and non-UNHCR. All series or sequences restart at 0001 on the 1st of January.
Examples
Category A messages:
HCR/ANGLU/0123 means the 123rd message from Headquarters to Luanda, Angola this year.
ANGLU/HCR/0210 means the 210th message from Luanda, Angola to Headquarters this year.
ANGLU/RSAPR/HCR/0097 means the 97th message from Luanda to Pretoria, South Africa this year (where Luanda and Pretoria use sequential numbering).
Category B messages:
ANGLU/SENDA/HCR/0024 means a message from Luanda to Dakar, Senegal, and which is the 24th Category B message this year from ANGLU (where Luanda and Dakar do not use sequential numbering).
If there is more than one addressee, a separate message identity must be used for each. If the message is being sent to some addressees for information only, this should be indicated in brackets after the respective message identity. For example messages from Luanda to Headquarters for action, copied to Dakar for information, would bear the following:
ANGLU/HCR/0124
ANGLU/SENDA/HCR/0024
(SENDA for info)
In order that the system can work effectively any missing sequential number in Category A must be reported to the other category A addressee as soon as possible, and the last number of the year (or of a series) must be reported to each category A addressee. If a category A number is duplicated by mistake, correct this by allocating the next available number and reporting this number to the addressee by a service (SVC) message. Note that the SVC message itself should also be numbered.Indicate the date or subject to avoid any danger of confusion.
