CF Item Barcode ign Page Date 4-ct-2004 Time 0:40:08 Login Name Adhiratha Keefe (Proj Dev Rec/Arch fficer) CF/RAI/NYH/DPP/RAM/2004-00279 Expanded Number CF/RAI/NYH/DPP/RAM/2004-00279 External ID Title signed copy of Memo Common ervices Digital Archives Programme - UNICEF DAP Coordinators and Divisional Focal Points Date Created 4-ct-2004 at 0:37 Date Registered 4-ct-2004 at 0:39 Date Closed Primary Contact wner Location Home Location Current Location/Assignee Toshiyuki Niwa Record Archive Manage Related Functions=80669443 Record Archive Manage Related Functions=80669443 At Home Location: Record Archive Manage Related Functions=80 FI2: tatus Certain? No FI3: Record Copy? No d0: In, ut, Internal Rec or Rec Copy INTERNAL Contained Records Container Date Published Fd3: Doc Type - Format Da:Date First Published Priority Record Type A0 DPP-RAM ITEM Document Details Record has no document attached. Notes date extended to 22 ctober? Print Name of Person ubmit Image A-^-' ignature of Person ubmit Number of images without cover r End of Report UNICEF DatesefCFRAMP!
miciuif^d A KID! IIUI IVIdVIWl\MlNLlJIVI United Nations Children's Fund Three United Nations Plaza Telephone 223267000 Facsimile 228887465 New York, New York 007 22 888 7454 www.unicef.org Date: 9* ctober 2004 To: From: UNICEF Division Directors and Heads of ffices at NYH Toshiyuki/Niwa Deputy Executive Director ubject: Common ervices Digital Archives Programme - UNICEF DAP Coordinators and Divisional Focal Points In 2003, the Task Force on Common ervices approved and funded a project to undertake strategic planning for the development of a Digital Archives Programme [DAP] within the Common ervices framework. The project is under the management of the Common ervices Working Group on Archives and Records Management (WGARM) with representation from Participating rganizations [UNPs] UNDP, UNICEF, UNFPA, UNP, and the UN ecretariat. The project also forms part of UNICEF's trategic Information trategy and is being coordinated with other UNICEF information management initiatives. The goal of DAP is to ensure that digital information of long-term value is appropriately captured, maintained, preserved and made available as a corporate resource. When implemented, the DAP will enable business units to identify archival records in digital formats at the beginning of their life cycle and apply appropriate retention criteria. This planning phase of DP A comprises three elements: An assessment and analysis of technical and administrative infrastructure, which includes current policies, practices and technologies, relating to the creation, identification and preservation of digital records. The design of a DAP framework which includes a comprehensive set of digital standards, specifications, requirements, preservation strategies and appropriate DAP model(s). An Implementation Plan that describes a high level approach linking the current technical and administrative infrastructure to the proposed DAP design. The project is being undertaken by a consulting firm, under the management of the UNPs WGARM and DAP project manager. Co-ordinators for UNICEF's participation in the project have also been nominated. I request your assistance in identifying division and office focal points to act as liaison between your office and UNICEF's DAP project co-ordinators, to facilitate and validate the collection of information, and to attend meetings and presentations. For every child f Health,Education,Equality,Protection I init ADVANCE HUMANITY * IIVsl
U C U / > \D A Kim U United Nations Children's Fund Telephone 223267000 Three United Nations Plaza Facsimile 22 888 7465 New York, New York 007 22 888 7454 www.unicef.org Annexes attached herewith provide more detail on the role of the focal points. Please forward to Mr. Adhiratha Keefe [cc to Mr. Howard Dale] of the trategic Information ection your department's focal point(s); Either will be available to guide you if further clarification is required (akeefe@unicef; hdale@unicef.org) Department focal points will be briefed in ctober, thus your designation of staff by 22 nd ctober would be appreciated. ne of the UNICEF DAP coordinators will specifically act as liaison for UNICEF ITD related issues and work closely with the other co-ordinators to reviewing responses for completeness to assure all UNICEF concerns are fully addressed The identification and preservation of the rganization's digital archives will enable the organization to make good use of precedent and of organizational experience, and I am most grateful for your co-operation in this effort. Thank you. encs. For every child Health, Education, Equality, Protection ADVANCE HUMANITY unicef
Annex : UNICEF Focal Points; General tasks and required knowledge UNICEF DAP Focal Point: General Functions. Co-ordinate between Divisional/ffice staff, the UNICEF DAP Coordinators, the DAP Project Manager and the vendor; 2. Ensure Divisional/ffice representation and participation in DAP-related tasks and activities; 3. Validate Divisional/ffice information collected; and 4. Attend and comment on key presentations; UNICEF DAP Focal Point: Required knowledge. Authority to solicit and validate information; 2. Knowledge of corporate and business practices; 3. Familiarity with divisional/office structure; 4. Awareness of information systems as well as record keeping issues; 5. Networking and people skills; and 6. Willingness to commit.
r< ^ ^H s uv a, on e I "«u PM <C to H U a e I t-hit Role/Participation 3 5! 9 Description ^2 :s' II M ^5 x> s 3 '.5 i-s 83 ^! s > ao!-> U os Us! sfil - 5 " > <* f-h ik4 *" 0 b a *i fe rf w > a Participation of the UNIC throughout the project. E work schedules, work lo Validate Division/ffice i requirements; identify del cs oy»^ «PH,2 a ^ s^ 2^ 50 "5-2 ^84 7 ^^ J.gC f-l - -» et, g -s» '?? ell i >ic *3 P5 ^ uj s^' <U Cq " co c4 u fl> -i^ G IH input as being compliant with g iciencies according to particula nited budget, resources etc.) ^H If $ CM >- ^< ro t~- X II B l> ^ H v J8 3 J ^^ a i <3 42 0 U 52 *2 «i d fi presentati 5 technical environment, lin Attend all DAP behalf of their Division 0 30 ' *3 u<u ^»? 60, -C * I -3 ^_^^ f< <u -g 8 's. g 8 IBI aai o o o e 2 2 U p ^ - VC s <! -03% > «TI ±i ^ 2 55 co x o.«.2.g 3 u s «s ^o 'g. <u r ex 2 «w a 3* g b -a o ^. "'-3368 throughoutilisiil [vision participation - Dec 2004) an Inventory of cur technical systems and platform int, in co-ordination with the D ings, interviews and record san and other staff to facilitate the i There will be UNICEF Di Deliverable 2 and 3 (ct - practices and a urvey of input. The DAP Focal Po PM, will arrange for meet Records Management, IT» Isl i.u * >3» 6 5 fe log J3» -g, ^ ill! in ;a T t % -4-» C/3 o t o rt > cu t o [i on I o 2 < u
focal point tasks tpected duration of nated Duration * 5«DAP Deliverables - Project timeframe a6? * *a 325 ^ Responsibili participants f -«Description ^ -8 otn ^ g i<u 03 T> iu 'i Deliverable Project Managemem Work plan $ s * fc"3 s "2^ I «H. C 5 3 o -8 ^fflu- Programme, UNPDAP UNICEF Drv a 8 " U g * 8 3 flx H to y T2-3 «r 8 *- -.b ;urrent policies, procedun practices related to digital of digital records and the Review and assess ( initiatives and best ] conduct a sampling \ W Deliverable 2 Digital Assessment - Policy and Procedur >> * * to fcfc" E 5~ +3 M 0.3 *C Cu o Z ^R, ut o fcg^ UNP DAP CA «T Ji -3 l: *-> *o C o UNICEF Drv it Information Manageme hnical platforms related t( sracteristics; Inventory the currei applications and tec define their core chi Deliverable 3 Digital Assessment - ystems and Apps. i -3 V m > 5 s ^ IB i T? ^^ H. c o UNPDAP Focal points( ^H g'-g ' ^ «sli ^3 X _j '5b >^ *? a w> le 2 and 3, develop detail* andards, including both tt cy) aspects, for developin LJNPs implementing DAP withii Based on Deliverab requirements and st administrative (poli Programme within T3 Deliverable 4 DAP pecifications Requirements r- > u. «w 50^^ sll!-2-i 5" A, w 2-a > 5 z * 0 g r^ C3 ( ^H Deliverable 5 Implementation Plai 3 * (N f. to M a l is" s~< 3 ~ Isll I> 8 gf 5 5 v' g % **!"» g.8 T3 C >n materials and scripts an ask Force on Common e Develop presentatic to WG-ARM, the T groups Deliverable 6 Presentations 3 <o *g" 2 i H C 0 UNPDAP M " o Prepare Plan of Wo rk/w for Phase 2 Prop Deliverable 7 Work Plan Phase II Implementation oo t^ deliveral fi ^J o HH C3 tf </> 03 ^!3 5 f U i i? u *!. Work Plan, some deli G j * To be confirmed v ** Business days