Subjectglobal Filing Listclassification
SUBJECTGLOBAL FILING LISTCLASSIFICATION
I. Organisation
Legislations (Omnibus Statute, resolutions, consensus, etc.)ORG100
Major studies (Capacity Study - future studies can be numbered in consecutive order )ORG101
Participation in UNDPORG120
Channel of communicationsORG122
with governmentsORG122/1
with participating and executing agenciesORG122/2
TerminologyORG123
Management inspectionsORG124
Cooperation and consultationORG130
UN organs and offices (by organ or office)ORG130/1
Government (by ministry, if necessary)ORG130/2
Specialized agencies (by agency)ORG130/3
Organisations including universities and firmsORG130/4
Regional development banks, multilateral organisations
outside UNORG130/5
Individuals (alphabetically)ORG130/6
Meetings and conferences
UN organs and officesORG130/1/1
GovernmentsORG130/2/1
Specialized agenciesORG130/3/1
Organisations including universities and firmsORG130/4/1
Regional development banks, multilateral organisations
outside UNORG130/5/1
Resident Representative - globalORG130/6/1
- regional ORG130/6/1/1
- otherORG130/6/1/2
Machinery of the UNDP - organisation and managementORG141
Administrator and Deputy AdministratorsORG141/1
Report of the AdministratorORG141/1/1
Governing CouncilORG141/2
Terms of reference and rules of procedureORG141/21
Appointment and election of membersORG141/22
MeetingsORG141/23
Representation at meetings (by session)ORG141/24
Committees and working partiesORG141/25
(Working Group on Technical Co-operation among Developing Countries, PWG and WGAFM)
Reports fromORG141/26
Inter-Agency Consultative Board (IACB)ORG141/3
Terms of reference and rules of procedureORG141/31
MeetingsORG141/32
Reports fromORG141/33
Advisory Panel for Policy Planning (general)ORG142/1
Meetings (including reports, by session)ORG142/11
Conference planningORG150
Preparation and distribution of documentsORG151
Governing CouncilORG151/1
IACBORG151/2
II. Public Information Activities
PolicyPUB171
Consultative Committee on Public InformationPUB171 CCPI
Letters from general publicPUB171/1
Speaking engagements (speeches)PUB171/2
Publications (general)PUB171/3
Pre-Investment NewsPUB171/31
Pre-Investment News (covers production)PUB171/311
CommitmentPUB171/314
Press PUB171/32
(covers all aspects of news and features, correspondences with agencies, OPI and UNIC through Resident Representatives, etc.)
Individual publications “case files” by publication/brochuresPUB171/33
Special articlesPUB171/34
Fuller reporting (general)PUB171/4
Audio and visual informationPUB171/5
TV and filmsPUB171/51
Radio and recordingsPUB171/52
PhotographsPUB171/53
Displays and exhibitsPUB171/54
Postage stamps and UN medalsPUB171/55
HospitalityPUB171/6
Non-governmental organisationsPUB171/7
Public information (including UN Day-Human Rights Day)PUB171/8
Publication and sale (UN publications, project descriptions, etc. )PUB171/9
III. Financial Administration and ManagementFIN210
Financial controlFIN211
Financial policies and proceduresFIN211/1
Financial reports of the participating/executing agencies FIN211/2
Administrative and programme support servicesFIN211/3
(including budget estimates - Headquarters and by COs)
Budget control statementFIN211/3/1
Correspondence with external auditorsFIN211/4
Correspondence with Internal Audit ServiceFIN211/5
Financial regulations and rulesFIN211/6
Computer operationsFIN211/7
Adjustments to indicative planning figuresFIN211/8
UNDP financial year-end actionFIN211/9
Agency flexibility arrangements (by agency)FIN211/10
Remittance requests (by agency)FIN211/11
Cost sharing, UNDP-assisted projectsFIN211/12
Field office IPF recordsFIN211/13
Standard costs reportingFIN211/14
Cost measurement systemFIN211/15
ContributionsFIN212
Pledging conferenceFIN212/1
Voluntary contributions from governments to UNDPFIN212/2
Contributions from governments to other organisationsFIN212/2/1
Donations from private sourcesFIN212/3
Local costs - UNDP-assisted projectsFIN212/4
Local costs - regular programme of agenciesFIN212/4/1
Negotiating Committee for Extra Budgetary FundsFIN212/5
Cash counterpart contributionsFIN212/6
Contributions in kindFIN212/7
Government contributions toward country office expendituresFIN212/8
Capital Development Fund -(Contributions from governments and
other sources) FIN212/9
Trust funds (general and policy)FIN212/10
UN trust funds administered by UNDPFIN212/10/1
UNDP trust fundsFIN212/10/2
Handling and custody of fundsFIN213
Banking arrangementsFIN213/1
Operational reserveFIN213/2
Currency managementFIN213/3
Investment and financial data (printed material)FIN213/4
Stipend rates (general and by country)FIN213/6
Rates of exchange (general and by country)FIN213/7
InvestmentsFIN213/8
Reimbursable loansFIN213/9
Field accountsFIN213/10
Accounting and payment instructionsFIN213/10/1
Petty cash - stamp accountFIN213/10/2
Auditors report/observation on field accountsFIN213/10/3
Duty status summaries (salaries)FIN213/13
UNDP accountsFIN214
Central accounts - generalFIN214/1
Central accounts - by agencyFIN214/1/-
UNDP administrative budget (accounts)FIN214/2
UNDP loansFIN214/3
Exchange of currenciesFIN214/6
Programme financingFIN215
Projects
Projects componentsFIN215/1
Standard costsFIN215/2
ExpertsFIN215/2/1
FellowshipsFIN215/2/2
Data processing systemFIN215/3
Programme reserveFIN215/5
Overhead costs of participating/executing agenciesFIN216
IV. Administration
GeneralADM250
Activities of the staffADM250/1
Inventory of non-expendable propertyADM250/2
Summary of country office organisationADM250/4
BriefingADM250/5
Certifying officers (pouch, accounts, etc.)ADM250/6
Commissary and staff houseADM250/7
Communications facilitiesADM250/8
Pouch - postalADM250/8/1
Telex - cablesADM250/8/2
Communications studyADM250/8/2/1
TelephoneADM250/8/3
Registry activitiesADM250/8/4
Decentralisation of registryADM250/8/4/1
File classification (global system)ADM250/8/4/2
Lists of files - country officesADM250/8/4/3
Lists of files and their location - HQADM250/8/4/4
Records retirement - UN ArchivesADM250/8/4/5
Records retirement - HQ storageADM250/8/4/6
Records - surveys and statisticsADM250/8/4/7
Procedures - handling of correspondenceADM250/8/4/8
Registry equipmentADM250/8/4/9
Radio equipmentADM250/8/5
Charges to agencies for electronic messagesADM250/8/6
Leased channel - RCAADM250/8/7
Telecommunications for the United Nations (Pilnick Survey)ADM250/8/8
Communications in the United Nations system (Macy Report)ADM250/8/9
Communications in the United Nations systemADM250/8/9
Field coordination questionsADM250/9
Cost of living surveysADM250/10
Credit unionADM250/11
Customs clearances and import proceduresADM250/12
Documents, reproduction, distribution, requests forADM250/13
Office equipment and suppliesADM250/14
Disposal of office equipment and propertyADM250/14/1
ManualsADM250/15
General servicesADM250/16
Housing - surveys - availabilityADM250/17
- Constructions and loansADM250/17/CL
- Rental subsidies and deductionsADM250/17/1
Identification cards, ground passes and parking permitsADM250/18
Interns and traineesADM250/19
Living conditions reports - briefing reportsADM250/20
Survey Board - minutesADM250/21
Transportation - use of vehicles and availability, etc.ADM250/22
Office - establishment ofADM250/23
Office space, leases, contractsADM250/23/1
MaintenanceADM250/23/2
ProtocolADM250/24
Reference libraryADM250/25
SecurityADM250/26
Staff Benevolent FundADM250/27
Staff listADM250/28
Staff meetingADM250/29
Staff movements - condolences - deathsADM250/30
Training and orientation - generalADM250/31
Policy and procedureADM250/31/1
Study leave and UNDP-assisted independent studiesADM250/31/2
Seminars and workshops outside UN systemADM250/31/3
Training and fellowship offers ADM250/31/4
Training for Headquarters and field staff - generalADM250/31/5
Orientation course for professionals - HeadquartersADM250/31/5/1
Orientation course and training for general service staffADM250/31/5/2
- Headquarters
Language training - country offices and HeadquartersADM250/31/5/3
Regional and inter-regional seminars ADM250/31/5/4
Project workshops; guest speakersADM250/31/5/7
Equipment and suppliesADM250/31/6
Catalogues, pamphlets and booksADM250/31/6/1
Vehicles - purchase, insurance and maintenanceADM250/32
- Sale, accidents, donation and theftADM250/32/1
VisitorsADM250/33
PartiesADM250/34
Importation facilities for field personnelADM250/35
Committee on contractsADM250/36
Project servicesADM255
Contract and procurementADM255/10
Dissemination of information on contractADM255/11
work in UNDP-assisted projects
Inquires from consulting firms (A-Z)ADM255/12
Contracting and procurement policy mattersADM255/13
Correspondence with governments and otherADM255/14
relevant information on “contract point”
Contract awards and contracts to be awardedADM255/15
for publication in Pre-Investment News
- Related mattersADM250/15/1
- Contract awardsADM255/15/2
- Contract tenders - by agencyADM255/15/3
Requests (and related matters) for inclusionADM255/16
in mailing list for Pre-Investment News
Equipment, supplies and controlADM255/20
InventoryADM255/21
AircraftADM255/22
VehiclesADM255/23
Fishing vesselsADM255/24
V. Personnel Administration
GeneralPER260
Duties, obligations and privileges of staffPER260/1
Hours of workPER260/2
Official holidaysPER260/3
Change of official duty stationPER260/4
Inter-agency transfers (loans)PER260/5
Outside interests and activities (honours,PER260/6
decorations, favours, gifts, political activities)
Service and conduct reports (periodic reports)PER260/7
Salaries and related allowancesPER261
Professional staffPER261/1
Salary scales for field service personnelPER261/2
Salary scales for general service personnelPER261/3
Salary scales for locally-recruited mission personnelPER261/4
Currency of salary payments/3rd currencyPER261/5
Language allowance - examinations for translators, etc.PER261/7
Post adjustmentPER261/9
Daily subsistence allowance ratePER261/11
Salary policy in promotionsPER261/13
Tax exemption and income tax liabilitiesPER261/14
Special post allowancePER261/15
Overtime and compensatory time offPER261/16
Salary advancesPER261/17
Pensionable remunerationPER261/18
Staff Assessment PlanPER261/19
Dependency benefitsPER261/20
Education grantPER261/21
Salaries and allowances during mission assignmentsPER261/22
Assignment allowancePER261/23
Representation allowance (hospitality)PER261/24
Safe driving bonusPER261/25
Appointments and promotionPER262
Appointment, letter ofPER262/1
Re-employmentPER262/2
Notification by staff members andPER262/3
obligations to supply information
Geographical distributionPER262/4
Local recruitmentPER262/5
International recruitmentPER262/6
Criteria for selection of ResidentPER262/6/1
Representatives and other field officers
Hiring of experts for duty in home countryPER262/6/2
NationalityPER262/7
Family relationshipsPER262/8
Temporary appointments and fixed term appointmentsPER262/9
Permanent and regular appointmentPER262/10
Appointment and Promotion BoardPER262/11
Promotion policyPER262/11/1
Medical examination - examination physicians -PER262/12
vaccinations - inoculations
Group life insurancePER262/12/1
Medical insurancePER262/12/2
Medical Expenses Assistance PlanPER262/12/3
Medical facilities and evacuationPER262/12/4
Annual and special leavePER263
Annual leavePER263/1
Special leavePER263/2
Military servicePER263/3
Home leavePER263/4
Jury dutyPER263/5
Social securityPER264
Pension fundPER264/1
Mission personnelPER264/2
Sick leavePER264/3
Maternity leavePER264/4
Compensation for death, injury or illnessPER264/5
attributable to service
Compensation for loss or damage to personalPER264/6
effects attributable to service
Travel and removal expensesPER265
Official travel of staff membersPER265/1
Official travel of dependents - established officesPER265/2
Official travel of dependents - mission servicePER265/3
Loss of entitlement to return transportationPER265/4
Travel and removal expenses - eligible dependentsPER265/5
Authority for travelPER265/6
Travel expensesPER265/7
Route, mode and standard of transportation -PER265/8
Travel by automobilePER265/9
Purchase of ticketsPER265/10
Terminal expensesPER265/11
Expenses while in transitPER265/12
Travel subsistence allowancePER265/13
InstallationPER265/14
Excess baggage and unaccompanied shipmentsPER265/15
InsurancePER265/16
Travel advancesPER265/17
Transportation of decedentsPER265/18
Removal costsPER265/19
Laissez- passer, passports and visasPER265/20
Shipment of personal effects and privately-owned automobilesPER265/21
Travel claimsPER265/23
Official travel agentPER265/24
Official freight forwardersPER265/25
HotelsPER265/26
Travel reports and statisticsPER265/27
Staff relationsPER266
Staff Consultative CommitteePER266/1
Joint Advisory CommitteePER266/2
Separation from servicePER267
TerminationPER267/1
ResignationPER267/2
Repatriation grantPER267/3
RetirementPER267/4
Expiration of fixed-term appointmentsPER267/5
Commutation of accrued annual leavePER267/6
Restitution of advance annual and sick leavePER267/7
Last day for pay purposesPER267/8
Certification of servicePER267/9
Disciplinary measuresPER268
Joint Disciplinary CommitteePER268/1
Disciplinary measuresPER268/2
Suspension pending investigationPER268/3
Appeals and Joint Appeals BoardPER268/4
General provisionsPER269
Financial responsibility - liability insurancePER269/1
Staff members beneficiariesPER269/2
Proprietary rightsPER269/3
Arrangements relating to military servicePER269/4
Personnel files (see Unnumbered files - Miscellaneous, below )
VI. Programming Organization and Activities (Continued)
UNDP Country programmes (by country, agency, PRO300
policy and general)
Indicative planning figuresPRO300 IPF
Country programmesPRO300 CP
Inter-country programmesPRO300 ICP
Regional projectsPRO 300 REG
Inter-regional projectsPRO300 INT
Global projectsPRO300 GLO
OPASPRO300 OPAS
FellowshipsPRO300 FEL
SeminarsPRO300 SEM
Funds-in-trust projectsPRO300 FIT
UN VolunteersPRO300 UNV
UN Fund for Population ActivitiesPRO300 FPA
UN Capital Development FundPRO300 CDF
Programme monitoringPRO300 PM
General policy files could be established for all programmes of activityPRO 301/......
Reports
Annual report to IACBCountry/Annual/IACB
Annual report on development assistanceCountry/Annual//Dev.
Assist.
Investment follow-upCountry/Investment
Bilateral programmes (by country)PRO302
Regular programmes (by country, agency)PRO303
Experts (general and policy)PRO304
BriefingPRO304/1
Listing of PRO304/2
Periodic meeting ofPRO304/3
Reporting proceduresPRO304/4
Fellows (general and policy)PRO305
CandidatesPRO305/1
List ofPRO305/2
Appointment proceduresPRO305/3
Agency advisorsPRO306-310-....
EvaluationsPRO400
Programme evaluation and analysis reportsPRO410
and recommendations
Programme evaluation and analysis (internal reports)PRO411
Methodology and techniquesPRO420
Meetings and seminars (general)PRO430
Inter-Agency Study Group on EvaluationPRO431
Country filesPRO440
Bureau for AfricaPRO441
Bureau for Latin America and CaribbeanPRO442
Bureau for Asia and the PacificPRO443
Bureau for Arab StatesPRO 444
Bureau for European CommunitiesPRO 445
Project files (by project)PRO450
Mid-project and other reviews of individual projectsPRO470
Special studiesPRO480
VII. Legal Matters
Participation in UNDP, policy -
States and governmentsLEG500
Regional and other organisationsLEG500/1
Relationship with governments (by country)LEG501
Agreements with government (policy and by country)LEG502- Technical Assistance
- Special fund
- Operational assistance
- Office agreement
Plans of operations/project documentsLEG/PO or /PD
Agreements/relationship with executing agenciesLEG503
(policy and by agency)
UNFPA agreementsLEG504
UN Volunteers agreementsLEG505
Agreements for sectoral advisers to Resident RepresentativesLEG506
Agreements with UNDP contractorsLEG507
Construction and/or loan agreementsLEG508
Equipment agreementsLEG509
Capital Development Fund agreementsLEG 510
Leases (office and residential housing)LEG511
Patent questionsLEG512
Privileges and immunities (policy and by country)LEG520
Income taxLEG520/1
Conditions of service, social security, participationLEG520/2
and payments
Other tax exemptions of organization and staffLEG520/3
(Importation of equipment - release of office cars)
Immigration procedures, entry clearance procedures LEG520/4
and permits, work permits, identification cards,
etc. for staff, national service obligations, UN
laissez-passer, free movement, persona non-grata
doctrine
Car and other accidents, police investigations,LEG520/5
arrest of staff, waiver of immunity, etc.
Other questions on privileges and immunities LEG520/6
(e.g. additional facilities for Resident Representative),
privileges and immunities in connection with UNDP-
assisted projects
VIII. Unnumbered Files - Miscellaneous
Staff members1 Official status file
1 Confidential file (for privileged and/or non-privileged material)
1 Travel and finance file
Experts)
Consultants)
Advisers) By name - 1 File personnel matters
Volunteers) 1 File finance - travel
Fellows)
Employment QueriesBy name
Leave ReportsBy Name
A:\glo-file.doc [Page 1 of 11] Last printed 11 November 1997 6:25