Summary of OIOS Recommendations
Draft Report on Inspection of Common Services for review by Programme Managers

Comments on Recommendation 8 by Co-Chairs WGARM 03 Feb 1999:

OIOS Recommendations	
	
Comments and Responses	

Recommendation 8    (Archives and Records Management)

DM (OCSS) should:
a)    immediately review the proposals [amended in para. G. 75] of the New York Coordinating Committee of Archives and Management Working Group on Archives and Records Management (WGARM) and use them as a framework for the efficient implementation of new archival systems in all the duty stations; inform/consult with UNOG and UNOV regarding those proposals and their objectives, in order that a cohesive policy may be established.

b)	ensure that directives and information on electronic storage and retrieval of records, as well as system up-grade, is current and uniformly effected throughout the United Nations System.

c)	undertake a cost and service level benefit analysis of outsourcing the storage of documents, drawing from the experience of UNDP and UNOPS.   Propose alternatives which address any information security risks or other concerns noted in the requested legal opinion on “contractual storage and consortium arrangements.”	

 a).   Comments: 

-The proposal relating to harmonization of policies and procedures and their electronic dissemination will serve as a medium for distributing existing policies and procedures and others developed in the course of pursuing the other two proposals: a Common Services Archives and Research Centre and preservation of electronic records, including establishment of digital archives.]

-Local real estate market and UN budgetary conditions will affect the establishment of an Archives and Research Centre in New York, or in any other site. 

-Dissemination of information is of limited use unless recipients are professionally competent to understand and apply policies and procedures distributed.  While electronic exchange mechanisms, i.e. website(s) are under development, UNOG and UNOV should arrange for the survey of their current records preservation and staffing practices and, based on the results, arrange for the population of relevant offices with experienced information professionals.  This is particularly important because of the restriction of UN/ARMS and WGARM activities to advisory services, given current financial and human resources constraints.  The alliance between WGARM and UNOG’s new Archives Committee is a good step in this direction.]

b)	Comments:

-What is the meaning of “system-upgrade”?

-Directives and information cannot be uniformly effected throughout the UN System until they have been developed. UN/ARMS has experienced a number of difficulties in exporting its UN standard recordkeeping software (TRIM) to high-profile UN Secretariat offices to assure integrated electronic and paper-based records management and development of a trustworthy recordkeeping system.   Varying levels of compliance confirm that UN/ARMS’ advocacy cannot succeed without pressure from top echelon UN management downwards and, thereafter, commitment from client offices to systems recommended.  A digital archive is the logical extension of trustworthy electronic recordkeeping.  ARMS and WGARM have cooperatively developed a detailed statement of work and RFP for a strategic plan for a digital archives.  But, ARMS’ proposed 2000-2001 Biennium Budget provides only partial funding for this endeavour, and additional funding is required.  Success also depends on ITSD acceptance of records management standards applications to electronic records. 

c)	Comment: 
-Refer to para. G. 73, which suggests that - according to a UN/ARM internal cost benefit analysis undertaken in 1997 - UNDP and UNOPS experience should not serve as a model for other agencies.