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BACKGROUND
UNICEF was established in 1949. UNICEF promotes the rights and wellbeing of
every child, in everything we do. Together with our partners, we work in 190
countries and territories to translate that commitment into practical action,
focusing special effort on reaching the most vulnerable and excluded children, to
the benefit of all children, everywhere. UNICEF has nearly 12,000 staff
worldwide.
UNICEF, and specifically the Division of Human Resources (DHR), currently holds
large amounts of records. Some are electronic, but most are in paper-based
document form, which are neither properly filed nor securely managed through
to appropriate retention and disposal. Most of the information is held in
unstructured form i.e. paper-based files including staff Official Status Files (a
quarter of all global files are located in a single file room in New York, the balance
are located in filing cabinets in distributed offices in 145 countries); locked inside
end-users' desktops; embedded in the email system; and more general reference
documents uploaded to intranet document repositories. All this creates a
significant challenge for overall information governance, risk mitigation, and the
practical challenge of staff that create and need to use, refer to, and reuse,
information in these documents and records.
In this regard, UNICEF has embarked on an organization-wide information,
document and record management initiative; under which HR record
management is positioned as the leading sub-project to be implemented in 20142015. At a minimum, the HR record management system will mitigate the
aforementioned risks and enable the easy and access-controlled search, retrieval
and access to relevant parts of the official electronic records by multiple people
whose actions would be automatically tracked, and will be tightly integrated with
core HR systems, e.g., SAP-HR, recruitment system, case management system,
among others. In addition, DFAM (Division of Finance and Admin Management)
will require records management for some of the documents for the processes
indicated below as part of a Global Shared Services Center.
The following have been developed:
The output should take into account a possible wider records management
undertaking for the whole DFAM in the future.
Qualifications