10 The central Records and Archives and Registry services open incoming mail unless it is marked confidential or personal, classify and index incoming, outgoing and internal correspondence, route correspondence appropriately, and file paper records. Each major office must establish security procedures concerning the handling of potentially hazardous or threatening incoming mail.
20 If electronic records management systems are in use, central Records and Archives and Registry services scan and upload correspondence and other records and carry out non-technical administration of electronic records management systems. They also advise staff members on records management and assist with document and information retrieval.
30 Central subject files at headquarters, and in regional and country offices with Registry services, contain incoming and outgoing WHO correspondence, attachments, and other records. These files are stored in and are under the custody of RAS or the Registry services.
40 Central subject files, with the exception of certain files such as those concerning donor agreements at headquarters, may be borrowed by staff (see related content: Retrieval of Current Central Subject Files at HQ).
50 Files may not be removed without the permission of the responsible RAS or Registry staff member. Staff members borrowing files are responsible for any subsequent transfer of the file to another staff member and for the return of the files, even if the files are passed on to someone else. RAS or the Registry services track the files at all times.
60 Correspondence may not be removed from or added to files by borrowers, and records may not be re-organized within files.
70 Records and Archives at headquarters and regional and country office Registry services develop and maintain WHO records classification plans, develop and implement tracking databases for units if electronic records management systems are in use, and provide advice about the organization and management of active shared drives, email, and paper files.
80 GSM users must attach the correct documents to their HR, Travel, Finance
and/or Procurement transactions in GSM. The naming and filing of the
attachments is automatic and complies with the WHO naming convention. The documents are automatically stored and are
available in the Enterprise Content Management (ECM) system, the integrated
records management system. Resource Mobilization records are uploaded to
ECM by the Awards team under the guidance of Records and Archives (RAS). Technical support, including setting
permissions, is provided by IMT (see related content).
90 The
Enterprise Content Management (ECM) system is managed and monitored by Records
and Archives at headquarters together with the lead of the business tracks (Procurement
and Assets management, Human Resources, Travel, Finance, Resource Mobilization,
Meetings) and IMT. RAS carries out deletions of records globally and is the focal point
for questions regarding records retrieval and access.
100 The
Enterprise Content Management (ECM) system is the official repository for
records supporting GSM transactions, and in addition is the official repository
for all WHO Human Resources records for active staff members, including records
created both prior to and after the introduction of GSM.
110 Records
in the Enterprise Content Management (ECM) system are retained in accordance
with official WHO records retention requirements.
120 Records
uploaded to the Enterprise Content Management (ECM) system must comply with WHO
confidentiality requirements. The Records and Archives unit at headquarters is
responsible for developing and maintaining these standards.
130 Records creators and users are responsible for documenting activities and decisions related to their daily work, and for managing and protecting the resulting records while they are in regular use in WHO offices. This includes compliance with applicable records-related policies, standards and guidelines, including records retention policies, filing standards, scanning standards, confidentiality requirements, and GSM records management requirements.
140 Staff members who leave WHO or change positions within WHO must leave all work-related records for their successors. Staff members may not destroy, remove, or transfer WHO records, except in accordance with an approved Records Retention Schedule.
150 Staff members are accountable for ensuring that records belonging in the custody of RAS or Registry units in regional and country offices are sent, returned or forwarded to these units appropriately (see related content: Centrally Managed Records at HQ).
Photographic material
160 The WHO Photo library in headquarters or in the relevant regional office, serves as the official repository for all WHO photographs (paper and born digital) commissioned and produced by WHO in accordance with WHO publishing policies for photos.
170 All photographic material produced at the three levels of the Organization and for which WHO holds copyright should be securely transferred to the WHO Photo library together with all the necessary consents (signed Declaration of Consent forms or videotaped verbal consent) and caption information, in accordance with the WHO photo submission guidelines.
180 The WHO Photo library contains approved, up-to-date, copyrighted, and curated images, reducing the risk of unauthorized visuals in information products.
