Annex A:  Beginning Links to Global File Classification Guide [GCG] and Thesaurus or Vocabulary control 

This unit explains 
Overview of Unit 6   
Background	3

The Classification Process	5
* how to review the Global Classification Guide [GCG] Codes and Terms 
* how to use the main codes and terms most often requested by an Office.
* how to link  Series, Folders, documents or correspondence items with a GCG  code 
* how to obtain detailed GCG codes for subjects of interests
* reasons for using a thesaurus and /or vocabulary control list

How to Code Documents	13
	e	16
Remember	17
Progress Check	19
Summary	21

Overview of Unit 6

	 

Annex A 	Beginning Links to Global File Classification Guide [GCG] and Thesaurus or vocabulary Control

UNICEF has established a file classification system that may be used as a guide in identifying record folder codes and terms in a field office.  This is provided as a reference. For more information contact the RAM Officer at NYHQ.

It can be useful to link together information registered by many work units.  Based on UNICEF and other agency experience in many locations a draft Global Classification Guide [GCG] was developed. Work units must decide to what level of detail a GCG code or term is useful. For items in important record series, use of additional standardized descriptive terms from a thesaurus or vocabulary control list may be desired 
Using the GCG code is an easy way to link to related documents, folders or record series in an office.

•	Note: [this is to be further developed in part based on items listed in  documents.	CF/EXD/1990‑002/ANX.1] CF/NYH/IRM/RAM/1997-097, CF/NYH/IRM/RAM/1997‑099, with descriptive reference to CF/NYH/.IRM/RAM/1996-230; /1997-067, -068, -069. How to link  items with a GCG code; obtain detailed GCG codes for subjects of interests; and reasons for using a thesaurus and /or vocabulary control list

This unit explains 
* how to review the Global Classification Guide [GCG] Codes and Terms 
* how to use the main codes and terms most often requested by an Office.
* how to link  Series, Folders, documents or correspondence items with a GCG  code 
* how to obtain detailed GCG codes for subjects of interests
* reasons for using a thesaurus and /or vocabulary control list

UNICEF policy requires that staff members must register file and in some cases  code correspondence and written documents.
This unit explains:
•	
•	how to use standard title and Global Classification Guide Codes (GCG) to code files and records
•	how to code documents with a subject code and a chronological reference code
Background
•	

The UNICEF procedures for classifying and labeling documents, file folders and series are described below. 
The Classification Process
GCG CODES TO ALL FOLDERS
•	If you have not based your initial series on the Global Classification Guide, review the series titles in the GCG.
•	Add an appropriate GCG code to the file folder.

The Process 
1.	Review the Global Classification Guide (GCG). Select relevant series codes that represent the file categories at the field office. Each category is referred to as a main subject term.

Global Classification Guide Code (GCG) Partial Listing
UNICEF has established common series codes. This is known as the Global Classification Guide Code Listing (GCG). Most field offices use the GCG as the basis for classifying records at the field office. For more information on the GCG please see CF/EXD/90-002 (dated 1 February 1990). See List of Main Terms and Codes from the Global Classification Codes for more information (CF/NYH/IRM/RAM/97-099)
GCG Code		Main Subject Term (title)
AD			Administration Main Term 
CD			Children's Fund UNICEF Offices  
ER			External Relations  
FI			Finance Budget Accounts 
GE			Geographic Location 
IN			Information Material 
LE			Legal
MI			Miscellaneous
OR			Organization and Management 
PB			Programme Budget   
PE			Personnel & Human Resource 
PJ			Programme Projects
PR			Programme Related
PT			Programme Thesaurus
SU			Supply

2.	Each main subject term has a code and description. The code is a two-letter abbreviation. The main subject term is the category, or series. You determine a description with keywords on the contents for your field office.
Examples
Code	Main Subject Term		Description				
IN		Information Material 	Information Materials, Brochures, Leaflets
LE		Legal		Contracts, Office Lease, Car Lease
MI		Miscellaneous		Other Matters

The administrative, operations or designated officer, in cooperation with unit heads, should begin a process of reviewing existing office files folders and listing them.
File folders in a series may includ paper and non-paper records (flags, brochures, film, video, etc.)
Each file folder in a series must have a title, a classification code and a description. In this process, we will learn how to classify files.
The Process 
1.	Review files contained in each series.
2.	Code each file by subject. We will use a hierarchical system. You can set up each series with a category, and sub-categories. See the examples below.

EXAMPLE: In the series called Programme (PR) files, set up a sub-category Water and Sanitation. Within this sub-category, set up a further listing called Sewage Disposal. When you code the files, you will use the two letter abbreviation (PR) for Programmes, and add a number (3 to 6 digits) to represent a sub-category. You can number files as you wish. Be sure to standardize your numbering system throughout the field office.

FILE CODING:
You can establish a main series and up to five modifiers. A code can also be up to six digits long (PR 120.195). The first three digits after the subject code are used as hierarchical files, and the last three digits for sequential file listings, as required.
CODE		SERIES / MODIFIER / MODIFIER / ETC.
PR 000 	=	Programmes
PR 100	=	Programmes / Health
PR 110	=	Programmes / Health / Diarrhoal disease control
PR 120	=	Programmes / Health / Inoculation
PR 200	=	Programmes / Water and Sanitation
PR 210	=	Programmes / Water and Sanitation / Sewage Disposal
PR 220	=	Programmes / Water and Sanitation / Inspector Reports

You may prefer a less-detailed breakdown:
PR 000	=	Programmes
PR 001	=	Programmes / Sewage Disposal
PR 002	=	Programmes / Inspector Reports
PR 003	=	Programmes / Birth Control

EXAMPLE: Within the PR 000 series, we assigned PR 100 to Heath. We then added a more sub-category-- PR 110 and PR 120. We assigned the PR 200 listing to Water and Sanitation. We then added a more detailed description of files for the PR 210 and PR 220 listings.

Main Term
PR 000	=	Programmes
PR 100 listing - Sub-category
PR 100	=	Programmes/Health
PR 110	=	Programmes/Health/Diarrhoeal Disease Control
PR 120	=	Programmes/Health/Inoculations
PR 200 listing - 
Sub-category
PR 200	=	Programmes/Water and Sanitation
PR 210	=	Programmes/Water & Sanitation/Sewage Disposal
PR 220	=	Programmes/Water & Sanitation/Inspectors Reports

If you need to create more sub-categories, you can add three additional digits to a file listing in a series. This offers 999 possible file listings in a series.
PR 110.001	=	Programmes/Health/ Dr. Bathak -Consultant Project
PR 110.002		Programmes/Health/Dr. Camilla - Consultant Project
PR 110.003		Programmes/Health/Joint Programmes with UNDP/1995
PR 110.004		Programmes/Health/Joint Programmes with UNDP/1996
PR 110.005		Programmes/Health/Joint Programmes with UNDP/1997

4.	Use a database to store the hierarchical file folder numbers. We recommend  using Microsoft Access, Microsoft Word, or Microsoft Excel. You should set up four fields for each file record:

EXAMPLE: Database fields
FIELD 1 -- Code	 (2 letter and up to six digit)
FIELD 2 -- Series (title)
FIELD 3 -- Description (explanation of contents)
FIELD 4 -- Keywords (write down a few keywords for future    
                   file retrieval and sorting)

5.	Identify a post in the office who will be responsible for maintaining the file listing database and where it is kept.

If you have any questions contact the Records Management Officer, RMU, NYHQ, for guidance.
The file system option that you select should meet the needs of the field office. File folders and documents are coded according to the system selected. 

Subject Code on Correspondence
Adding a subject code to correspondence helps in filing the document. For example, you may add the designation: C/R - cross reference coding followed by the record series code. (C/R: PR 200)
Example: C/R: PR 200 - This subject code would signify:
PR 220	=	Programmes/Water & Sanitation/Inspectors Reports
REMEMBER
•	The draft UNICEF manual on Records and Archive Management (from the former UNICEF Field Manual, Book J - Chapter 10 - issued in 1987) provides information on the procedures for classifying, logging and coding records. Take a moment now for a general review of this document.

1. 	tes.

Progress Check

1.	

2.	What is the name of the standard classification codes that should be used to code files and records? 

3.	Answer the following True (“T”) or False (“F”):

         	ty. 
         	Incoming correspondence also needs to be coded with a subject code.
         	Document codes must include the initials of the staff member who is coding the document.  

Answers

1.	office.

2	What is the name of the standard classification code system for files and records? 

Global Classification Guide (GCG)

3.	Answer the following True (“T”) or False (“F”):

    F     	 
    T     	code.
    F    	Document codes must the UNICEF organization code, the office name abbreviation, record series code and other sub-codes.  
    T 	.

Summary
You now have an overview of UNICEF policy for classifying records and files and coding correspondence.

   +Remember
•	All records in the office must be organized by record series.•
•	Record series contain file titles
•	All file folders must be properly labeled.
•	All correspondence must be logged and filed in appropriate chron and subject files.

	You have now completed Unit 3. If you are taking this programme with a trainer, wait for instructions from your trainer before proceeding. If you are taking this programme by yourself, continue to Unit 4 now.