10 This section of the WHO eManual describes WHO policies concerning archives and records management.
20 All records created, received or maintained by WHO staff members in all WHO offices and units within the framework of official activities and work, regardless of physical format, are the property of the Organization and not of the individual or unit which produces them. They are vital for the efficiency and effectiveness of WHO's current and future operations, for ensuring accountability for audit, to donors, and to Member States, and for the preservation of institutional memory. They may not be removed, altered or destroyed except as expressly authorised in this section of the WHO eManual (see section V.1.2 paragraphs 180 - 250).
Objectives and responsibilities
30 The objective of WHO archives and records management policies is to ensure that WHO records are maintained efficiently and responsibly for as long as required, and that those records with long-term administrative, historical, or legal value are preserved and made available for research use in accordance with official WHO access policy (see section V.1.2 paragraphs 60 - 170).
40 The Records and Archives unit at headquarters (RAS) develops global policies, procedures, standards and guidelines for archives and records management at WHO, and contributes to other policies related to information management.
50 Activities carried out by RAS and by Registry Services in the regional and country offices include treatment of incoming and outgoing mail, ongoing implementation of electronic records management systems, transfer and destruction of records no longer needed by WHO, provision of training and advice about records and archives management, and maintenance of archives and records management tools.
Definitions
60 "Archives" are records which are no longer required for day-to-day use in the office, but which have ongoing administrative, legal, financial or historical value.
70 "Archives management" is the preservation, maintenance, and use of non-current records on a temporary or permanent basis.
80 "Records" are documents in a fixed, retrievable form, regardless of physical characteristics. They may be in paper, electronic, audiovisual or other formats. WHO records are those records created or received by the Organization within the framework of its official activities.
90 "Records management" is the creation, use and maintenance of current records in a systematic manner.
100 "Confidential records" are those records containing personal information about staff members or third parties, the disclosure of which might damage the reputation, safety or privacy of the individuals concerned, and records containing business, legal or financial information obtained or created under explicit or implicit conditions of confidentiality.
110 "Non-records or transitory records" are external publications, duplicate internal publications, duplicate internal documents, draft documents and working materials, chronological or day files, blank forms or discs, samples, and routine and unsolicited records. Transitory records do not need to be retained by Records and Archives or Registry services (see related content).
120 "Publications" are not considered records. At WHO, the proceedings of the World Health Assembly and the Executive Board are considered publications, and so their management falls under Library responsibility (see Part VIII).
