Reports In Excel Sheet 32330 | Cas Retention Final

Partial file snippet.
Sheet 1: Final draft

	
	
	
	
	
	
	
	
	
	
	
		
 
		
		Commercial Activities Service
Issued: 2017
To be revised: 2020
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		Record Series Title
		Description
		Total Retention
		Disposition
		Vital
		Office of Record 
		Notes
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		SSS
		SPECIAL SERVICES
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.SSS101
		Planning, Policy and Procedures
		Minutes of meetings related to planning on the management of Mail, Pouch and Messenger services. Business units work plans. Policies,  SOP's, guidance and guidelines created and maintained by Mail Operation Unit.
		P
		A
		

		CAS/SSS/MOU
		Previous number: 
CAS.MPM001
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.SSS102
		Unit Reporting
		Mail and Pouch sub-units  (Cdu, incoming, Couriers, Post-6, OMP, UNPA) workload reports. Monthly activity report, Operational statistic reports
		C+5
		D
		

		CAS/SSS/MOU
		Previous number:
CAS.MPM003
CAS.MPM004
 
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.SSS103
		Accounts Receiving
		Signed receipts of accountable items delivered to MOU. Couriers receipts 
		C+1
		D
		

		OPPBA, Accounts Division 
		Previous number:
CAS.MPM005
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.SSS104
		Shipping Billing
		Airlines / couriers airway bills received daily for inbound shipments. Inbound Summary of Enclosures. Returned Summary of Enclosures
		C+1
		D
		

		OPPBA, Accounts Division 
		Previous number:
CAS.MPM006
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.SSS105
		Postal Billing 
		USPS receipts.
		C+1
		D
		

		OPPBA, Accounts Division 
		Previous number:
CAS.MPM007

CAS.MPM002 discontinued. See RCUN204 for contract management.
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.SSS106
		Catering
		Records documenting the activities associated with  catering, such as Letter of Intent/Reservation, Catering Delivery Request. and rooms reservation.
		C+1
		D
		

		CAS/SSS
		See RCUN204 for contract management.

Previous number:
CAS.MPM003
CAS.MPM004
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.SSS108
		Gift Centre
		Records documenting activities associated with managing the gift centre such as inventories, product notifications.

Special Note: Monthly sale reports are managed in UMOJA.
		T+1
		

		

		CAS/SSS
		T- contract expires
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		MVT
		MOVEMENT AND TRANSPORT
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.MVT101
		Policy and Procedures
		SOP's, policy, guidance and guidelines related to Transport matters.
		P
		A
		

		CAS/TTS
		Previous retention: CAS.MVT001
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.MVT102
		Reporting
		Statistical reports relating to shipment and travel
		C+3
		D
		

		CAS/TTS
		Previous retention: CAS.MVT002
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.MVT103
		Parking management
		Records relating to parking matters including internal memoranda and reports on parking violations and incidents.
		T+1
		D
		

		CAS/TTS
		Previous retention: CAS.MVT005
T= Resolution of issue
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.MVT104
		Shipment of personal effects
		Records relating to the shipment of personal effects for the relocation of staff members as requests, registration confirmations, correspondence with staff members.   
		C+5
		D
		

		CAS/TTS
		Previous retention: CAS.MVT006
 
See PRO for contract management and correspondence with vendors
		CAS.MVT003 discontinued
CAS.MVT004 discontinued
		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		GA
		Garage Administration
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.GAR101
		Garage Administration Policy
		Policies, procedures, directives, instructions ad guidelines created by this office as guidance for other offices either within the department or in other departments.
		P
		A
		Yes
		Garage Administration
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.GAR102
		Mission/Delegate Files
		Records hold parking applications/valid U.N. ID's copies of issued parking decals and log with required information.
		C+2
		D
		No
		Garage Administration
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.GAR103
		Overnight Parking Reports
		Vehicle/Mission information indicating vehicles which are parked overnight
		C+5
		D
		No
		Garage Administration
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.GAR104
		Age Listings 
		Generated by the Paradox 9 system-shows monies owed by <6 months and >6 months; >1 year and >2 years
		C+5
		D
		No
		Garage Administration
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.GAR105
		Violations
		Summons form for infractions of Administrative Instructions on rules/regulations governing the U.N. Garage
		C+5
		D
		No
		Garage Administration
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.GAR106
		U.N. Staff Files
		Full record of respective staff member's original Waitlist application along with Garage Review Board approval for medallion issuance; required personal information, etc.
		T+1
		D
		Yes
		Garage Administration
		T = separation of staff member
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.GAR107
		Garage Review Board Files
		GRB Meeting Agendas and Minutes corresponding to decisions reached by the Garage Review Board
		T+2
		D
		Yes
		Garage Administration
		T = separation of staff member
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		POA
		POSTAL ADMINISTRATION 
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.POA101
		Planning and Strategy
		Records documenting the activities associated with strategic planning, office work plan, plans for stamp design, minutes and talking points for meeting.
		P
		A
		

		CAS/Postal Administration
		Previous number: 
CAS.POA001
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.POA102
		Policy and Procedures
		Records documenting the policies, SOP’s, guidelines on matters relating to Postal Administration.


		P
		A
		

		CAS/Postal Administration
		Previous number: 
CAS.POA002
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.POA103
		Stamps design
		Records documenting the activities associated with stamps design, including digital art work and finished sketches. Records include contracts with artists and certificates of reproduction rights.
Records include minimum two sheets of printed stamps.
		P
		A
		

		CAS/Postal Administration
		Previous number: 
CAS.POA003


		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.POA104
		Stamps production
		Records related to the production stamps including correspondence with the printers, proof reads, etc.

Special note: Contracts with printers are subject to RCUN.
		C+5
		D
		

		CAS/Postal Administration
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.POA105
		Stamps promotions
		Records include minimum two printed sheets of stamps and records documenting to the preparation of stamps catalogs, bulletins and brochures. Video, photos from unveiling ceremonies.

		P
		A
		

		CAS/Postal Administration
		Previous number: 
CAS.POA004


		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.POA106
		Sales Management
		All records documenting activities associated with stamps sale such as sale contracts, dispotes and claims.Records include correspondence with dealers and /or agent including the correspondence related to late payments and bed debts allowance.

Special note: Records pertaining to the financial transactionand reports on stamps sale are managed in UMOJA.
		T+2
		D
		

		CAS/Postal Administration
		T = Resolution of issue 
See PRO for contract management and correspondence with vendors

Previous number: 
CAS.POA005
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.POA108
		Destruction of defective products
		Records related to the product destruction including affidavit of destruction.

Special Note: Records are managed in UMOJA.
		P
		A
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		TRM
		TRAVEL MANAGEMENT 
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.TRM101
		Policy and Procedures
		Policies, SOP's, guidance and guidelines related to management of official travels and visas matters created and maintained by TTS.
		P
		A
		

		CAS/TTS 
		Previous retention: CAS.TRM001
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.TRM102
		Issuance of travel documents: Laissez-Passer
		Records related to administration of e-UNLP services and support, including inventories.
		C+5
		D
		

		CAS/TTS 
		Previous retention: CAS.TRM003
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.TRM103
		Issuance of travel documents: US and NON-US Visas
		Records related to the administration and process of US and non-US visas, including inventories. 
		C+1
		D
		

		CAS/TTS 
		Previous retention: CAS.TRM004
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.TRM104
		Delegation of Authority
		Requests received from UN Departments, Funds and Programmes.                        
		T
		D
		

		CAS/TTS 
		Previous retention: CAS.TRM005
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.TRM105
		VIP trips support
		Records relating to airport contacts, processes, foreign immigration.
		P
		A 
		

		CAS/TTS 
		Previous retention: CAS.TRM006

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.TRM106
		Airlines discount agreements
		Agreements, contracts, correspondence and related materials including issues and claims. 
		T+2
		D
		

		CAS/TTS 
		T = End of  contract and/or resolution of issues and claims. See PRO for contract management, agreements and correspondence with vendors, except airlines. 
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.TRM107
		Host Country Registration 
		Records related to staff movement of all HQ based UN/Specialised Agencies, Funds and Programmes.
		C+5
		D
		

		CAS/TTS
		New series
		
CAS.TRM002 discontinued
		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.TRM108 
		Host Country Report
		Monthly report to the Host Country, containing staff changes of all HQ based UN/SA, Funds and Programmes staff, consultants and dependents
		P
		A
		

		CAS/TTS
		New series
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		Retention codes:
		C=Current Year; T=Termination or completion of programme or project 

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		Disposition codes:
		A=Review for Archival (permanent); D=Destroy
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	



Sheet 2: SSS

	
	
	
	
	
	
	
	
	
	
		
 
		
		Commercial Activities Service
Issued: 2017
To be revised: 2020
		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		Record Series Title
		Description
		Total Retention
		Disposition
		Vital
		Office of Record 
		Notes
		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		SSS
		Special Services
		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.SSS101
		Planning, Policy and Procedures
		Minutes of meetings related to planning on the management of Mail, Pouch and Messenger services. Business units work plans. Policies,  SOP's, guidance and guidelines created and maintained by Mail Operation Unit.
		P
		A
		

		CAS/SSS/MOU
		Previous number: 
CAS.MPM001
		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.SSS102
		Unit Reporting
		Mail and Pouch sub-units  (Cdu, incoming, Couriers, Post-6, OMP, UNPA) workload reports. Monthly activity report, Operational statistic reports
		C+5
		D
		

		CAS/SSS/MOU
		Previous number:
CAS.MPM003
CAS.MPM004
 
		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.SSS103
		Accounts Receiving
		Signed receipts of accountable items delivered to MOU. Couriers receipts 
		C+1
		D
		

		OPPBA, Accounts Division 
		Previous number:
CAS.MPM005
		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.SSS104
		Shipping Billing
		Airlines / couriers airway bills received daily for inbound shipments. Inbound Summary of Enclosures. Returned Summary of Enclosures
		C+1
		D
		

		OPPBA, Accounts Division 
		Previous number:
CAS.MPM006
		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.SSS105
		Postal Billing 
		USPS receipts.
		C+1
		D
		

		OPPBA, Accounts Division 
		Previous number:
CAS.MPM007

CAS.MPM002 discontinued. See RCUN204 for contract management.
		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.SSS106
		Catering
		Records documenting the activities associated with  catering, such as Letter of Intent/Reservation, Catering Delivery Request. and rooms reservation.
		C+5
		D
		

		CAS/SSS
		See RCUN204 for contract management.

Previous number:
CAS.MPM003
CAS.MPM004
		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.SSS107
		Staff affiliates 
		ID's, background checks, ID forms
		C+1
		

		

		CAS/SSS
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.SSS108
		Gift Centre
		Records documenting activities associated with managing the gift centre such as inventories, product notifications.

Special Note: Monthly sale reports are managed in UMOJA.
		T+1
		

		

		CAS/SSS
		T- contract expires
		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		Retention codes:
		C=Current Year; T=Termination or completion of programme or project 

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		Disposition codes:
		A=Review for Archival (permanent); D=Destroy
		

		

		

		

		

		

		

		

		

		

		

		

		

	



Sheet 3: Old+notes

	
	
	
	
	
	
	
	
	
	
	
		
 
		
		Commercial Activities Service
2012
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		Record Series Title
		Description
		Total Retention
		Disposition
		Vital
		Office of Record 
		Notes
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		BUF
		BUDGET AND FINANCE
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		RCUN103
		Regular Budget
		
		United Nations:
We don't have reports - we would receive the Budget Fascicle after it is approved.  This would be kept with the submissions provided by individual sections.  The queries, allotment etc should be kept.
		Regular budget submissions, instructions, submissions, reports on budget and finance activities. 
		B+5
		D
		

		OPPBA
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		RCUN103
		Extra-Bugetary Activities
		Non-record copies of Instructions, submissions,cost plans   allotment advice, redeployment requests, performance reports. Budget Account Code Information (BAC)
		B+5
		D
		

		OPPBA 
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		RCUN102
		Allotments 
		Staff training allotments
		C+3
		D
		

		OPPBA
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.BUF001
		Petty Cash Management 
		Management of petty cash
		C+1
		D
		

		CAS, Office of the Chief
		RCUN? UMOJA?
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		RCUN116
		Accounting
		Reports and documentation submitted to Accounts Division/Accounts Payable for the reimbursement of expenses, including: travel incurred by staff while conducting United Nations business; consultants' invoices, SLAs.
		B+3
		D
		

		OPPBA
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		BCM
		BUSINESS CONTINUITY MANAGEMENT
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		RCUN104
		Planning and  Strategy 
		Crisis management plan, documentation to protect staff and records and to resume business activities in the event of a disaster or emergency such as pandemic plan, and critical staff lists.
		S
		D
		

		Business Continuity Planning Unit
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		RCUN121
		Security of Premises
		Non record copies of evacuation plans, warden information, emergency contacts, security of premises.
		C+3
		D
		

		CAS/Office of the Chief
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		FAM
		FACILITIES MANAGEMENT
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.FAM001
		Planning and Strategy
		Minutes of meetings related to planning on the management of UN facilities for various purpose. Notes, discussions, plans for staff requirements for operations
		P
		A
		

		CAS/Office of the Chief
		RCUN201
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.FAM002
		Policy and Procedures
		Policies, SOP's, guidance and guidelines related to facilities management matters issued by CAS offices. 
		S
		A
		

		CAS/Office of the Chief
		RCUN201
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.FAM003
		Facilities Maintenances
		Records relating to external premises inspections.
		C+1
		D
		

		CAS/SSS
		RCUN205?
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		HRM
		HUMAN RESOURCES MANAGEMENT
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.HRM001
		Planning and Strategy
		Staffing plans, minutes of meetings related to Human Resources planning. Business units work plans; change of contracts, staff tables, org charts, internal and external training
		P
		A
		

		Executive Office
		RCUN201
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		RCUN135
		Reporting
		Reclassifying posts, job descriptions, reports on Human Resources activities: HRAP USG ASG compacts, E-Pas compliance
		T+1
		D
		

		OHRM
		T= Position Filled
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		RCUN139
		Staff Administration 
		Records pertaining to individual staff members including: performance reviews, promotions, employment contracts, individual attendance records, assignments, missions, training, evaluations, SPA requests, official business travel, secondment/transfers. Entitlements.
		C+1
		D
		

		OHRM/IMIS
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		RCUN132
		Attendance and Leave Administration
		Monthly and yearly attendance reports, Section leave requests and overtimes
		T+3
		D
		

		Executive Office
		T = Employee transfer or separation 
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		INM
		INFORMATION MANAGEMENT
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.INM001
		Planning and Strategy
		Planning of CAS information management activities ex: implementation of TRIM
		P
		A
		

		CAS/Office of the Chief
		RCUN201
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.INM002
		Documents and Records Management
		 Accession control reports, Records destruction authorization
		P
		A
		

		CAS/Office of the Chief
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.INM003
		Documents and Records Management
		CAS Retention schedules, File Plan
		S
		D 
		

		CAS/Office of the Chief
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		RCUN
		Outreach and advisory  
		Non-record copies of Reports, studies, reference and coordination activities pertaining to organization wide planning or advice. Includes reports and advice drafted by ARMS  
		S
		D
		

		ARMS 
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		MPM
		MAIL, POUCH AND MESSENGER SERVICES 
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.MPM001
		Planning, Policy and Procedures
		Minutes of meetings related to  planning on the management of Mail, Pouch and Messenger services. Business units work plans. Policies,  SOP's, guidance and guidelines created and maintained by Mail Operation Unit.
		P
		A
		

		CAS/SSS
		RCUN201
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.MPM002
		Expenditure Reporting
		Daily, monthly and yearly mailing machines workload and expenditure reports. Statistics.  
		C+1
		D
		

		CAS/SSS
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.MPM003
		Unit Reporting
		Mail and Pouch sub-units  (Cdu, incoming, Couriers, Post-6, OMP, UNPA) workload reports. Monthly activity report. Statistics
		C+1
		D
		

		CAS/SSS
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.MPM004
		Statistical Reporting
		Monthly operational statistic reports.
		C+3
		D
		

		CAS/SSS
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.MPM005
		Accounts Receiving
		Signed receipts of accountable items delivered to MOU. Couriers receipts 
		C+1
		D
		

		OPPBA, Accounts Division 
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.MPM006
		Shipping Billing
		Airlines / couriers airway bills received daily for inbound shipments. Inbound Summary of Enclosures. Returned Summary of Enclosures
		C+1
		D
		

		OPPBA, Accounts Division 
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.MPM007
		Postal Billing 
		USPS receipts.
		C+1
		D
		

		OPPBA, Accounts Division 
		See PRO for vendor, contract management and purchase orders.
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		MVT
		MOVEMENT AND TRANSPORT
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.MVT001
		Policy and Procedures
		SOP's, policy, guidance and guidelines related to Transport matters as guidelines for pilot programme for transportation of senior officials
		P
		A
		

		CAS/TTS
		RCUN201
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.MVT002
		Reporting
		Statistical reports relating to shipment and travel
		C+3
		D
		

		CAS/TTS
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.MVT003
		Surface Transport Operations
		Records related to regular schedules for shuttle services.
		S
		D
		

		CAS/TTS
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.MVT004
		Surface Transport: Arrangement for transportation of Senior Officials 
		Records pertaining to the arrangement of transport for senior officials
		P
		A
		

		CAS/TTS
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.MVT005
		Parking management
		Records relating to parking matters including internal memoranda and reports on parking violations and incidents.
		T+1
		D
		

		CAS/TTS
		T= Resolution of issue
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.MVT006
		Shipment of personal effects
		Records relating to the shipment of personal effects for the relocation of staff members as requests, registration confirmations, correspondence with staff members.   
		C+5
		D
		

		CAS/TTS
		See PRO for contract management and correspondence with vendors
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		OVE
		OVERSIGHT
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		RCUN101
		Internal Audit
		Notification of audit, OIOS recommendations, follow-ups.  
		T+1
		D
		

		OIOS/IAD, Board of Auditors
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		RCUN101
		External Audit
		Records relating to the work of the Board of Auditors.  
		T+1
		D
		

		OIOS/IAD, Board of Auditors
		T= Resolution of issues raisted in audit. 
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		POA
		POSTAL ADMINISTRATION 
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.POA001
		Planning and Strategy
		Minutes of meetings related to planning on the management of UN Postal Administration. Business units work plans. Stamp design yearly plans 
		P
		A
		

		CAS/Postal Administration
		RCUN201
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.POA002
		Policy and Procedures
		Policies, SOP's, guidance and guidelines related to Postal Administration issued by UNPA
		P
		A
		

		CAS/Postal Administration
		RCUN201
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		RCUN102
		Reporting
		Reports on Postal Administration activities. Monthly reports on stamp sales (extracted from Mega stamp database) 
		C+3
		D
		

		OPPBA 
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.POA003
		Design and productions of stamps
		Records pertaining to the design of stamps such as correspondence with dealers and agents on stamps issues.
		P
		A
		

		CAS/Postal Administration
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.POA004
		Stamp promotions
		Records relating to the develop of the stamp catalogues, brochures etc
		P
		A
		

		CAS/Postal Administration
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.POA005
		Client management with Dealers and Agents 
		Various correspondence with dealers and/or agents on stamp issues
		T+2
		D
		

		CAS/Postal Administration
		T = Resolution of issue 
See PRO for contract management and correspondence with vendors
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		PRO 
		PROCUREMENT 
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.PRO001
		Planning and Strategy
		Yearly Acquisition plans. 
		C+1
		D
		

		Procurement or HCC
		RCUN201
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		RCUN125
		Pre-contract Preparation
		Tender opening meeting minutes, tender opening abstracts, requisitions, cancelled requisitions, unsuccessful bids, proposal quotations; bids. HCC case file folders.
		T+1
		D
		

		Procurement or HCC
		T = End of bidding process or completion of project. 
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		RCUN125
		Contracting: Management
		Records of cases file folders for contracts, leases and institutional or corporate agreement, invoices, payment, correspondence with vendors including travel agencies and stamp designers. Use this transaction for contracts that are managed completely by the Section.
		T+1
		D
		

		Procurement 
		T = Procurement completed, contract expires, services completed
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.PRO002
		Contracting: purchase orders: Acquisitions under $4,000
		Records relating to the purchase of goods and services where supplier approval or a formal supply contract is not required. This include request for Payments to Vendors, requests for reimbursable to accounts and Departmental Pouch Barcodes.  Invoices. Stamp orders.
		B+5
		D
		

		CAS/Office of the Chief 
		RCUN204
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		RCUN125
		Contracting: Purchase orders: Acquisitions over $4,000
		Requisitions, vendor selection, PO, contracts, invoices, payment, correspondence with PD
		T+1
		D
		

		Procurement 
		T=  Procurement completed, contract expires, services complete
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		PSM
		PROPERTY, SUPPLES and SYSTEMS MANAGEMENT 
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.PSM001
		Reporting, coordination
		Reports on property and supply management. Reports to committee on the catering activities, meeting notes, handouts. Statistical reports. Statement of works.
		C+3
		D
		

		CAS/SSS
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.PSM002
		Stock management
		Records relating to the request of official liquor.
		C+1
		D
		

		CAS/SSS
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.PSM003
		Inspections
		Reports of relevent inspection results such as pest control and sanitations that are provided mothsly or weekly by companies
		C+1
		D
		

		CAS/SSS
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		RCUN108
		IT Systems Development
		System requirements records, correspondence on system development and implementation
		T+1
		D
		

		OICT or ARMS 
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		RCUN108
		IT Service Provision
		IT services hardware and software service requests. software licenses
		T+3
		D
		

		OICT or ARMS 
		T = Termination, application no longer installed or termination of licence. ARMS may be the office of record, such as in the case with TRIM licencing
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		RCUN107
		Communications Service Provision 
		Communications Service Provisions: landlines and mobile phone communication services, Blackberry requests, Phone bills
		T 
		D 
		

		OICT
		T = Charges resolved
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		TRM
		TRAVEL MANAGEMENT 
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.TRM001
		Policy and Procedures
		Policies, SOP's, guidance and guidelines related to management of official travels and visas matters created and maintained by TTS
		P
		A
		

		CAS/TTS 
		RCUN201
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		RCUN102
		Reporting
		Reporting to Support Account. G.A. committee reports. 
		C+3
		D
		

		OPPBA
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.TRM002
		Advisory services
		Incoming and outgoing records pertaining to the provision of advice to clients in all travel related matters.
		P
		A
		

		CAS/TTS 
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.TRM003
		Issuance of travel documents: Laissez-Passer
		Records related to administration of Laissez-Passers and e-UNLP services and support, including inventories.
		C+1
		D
		

		Executive Office, OHRM
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.TRM004
		Issuance of travel documents: US and NON-US Visas
		Records related to the administration and process of US and non-US visas, including inventories. 
		C+1
		D
		

		Executive Office, OHRM
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.TRM005
		Delegation of Authority
		Requests received from UNDP, Missions, UNWRA                        
		S
		D
		

		CAS/TTS 
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.TRM006
		VIP trips support
		Records relating to airport contacts, processes, foreign immigration 
		P
		A 
		

		CAS/TTS 
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		CAS.TRM007
		Contract Management: Airlines 
		Agreements, contracts, correspondence and related matierals including issues and claims. 
		T+7
		D
		

		CAS/TTS 
		T = End of of contract and/or resolution of issues and claims. See PRO for contract management, agreements and correspondence with vendors, except airlines. 
		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		Retention codes:
		B=Budget period; C=Current Year; P=While needed to conduct UN business; T=Termination or completion of programme or project  S=Superseded

		

		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		Disposition codes:
		A=Review for Archival (permanent); D=Destroy
The words contained in this file might help you see if this file matches what you are looking for:

...Sheet final draft commercial activities serviceissued to be revised record series title description total retention disposition vital office of notes sss special services cassss planning policy and procedures minutes meetings related on the management mail pouch messenger business units work plans policies sop s guidance guidelines created maintained by operation unit p a cassssmou previous number casmpm reporting subunits cdu incoming couriers post omp unpa workload reports monthly activity report operational statistic c d numbercasmpmcasmpm accounts receiving signed receipts accountable items delivered mou oppba division numbercasmpm shipping billing airlines airway bills received daily for inbound shipments summary enclosures returned postal usps discontinued see rcun contract catering records documenting associated with such as letter intentreservation delivery request rooms reservation managementprevious gift centre managing inventories product notificationsspecial note sale are m...
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