It is recommended that separate linked RSD files also be opened for individuals who are applying for derivative refugee status as family members/dependants (see § 5.1 – Derivative Refugee Status). This would promote the integrity and confidentiality of the procedures, as well as other protection standards in processing the claims of Applicants for derivative refugee status. Unless there are specific operational reasons not to do so, RSD files should be maintained in both paper and electronic format and identified according to established nomenclature.2 RSD files should contain a copy of all records received or produced by UNHCR regarding Applicants, including Applicants for derivative refugee status. As a best practice, documents received in paper format should be digitalized and kept on the electronic RSD file. Audio/video files should also be saved as part of the electronic file. Electronic RSD files should be maintained on UNHCR’s recordkeeping system, with back-ups for audio/ video records stored locally in a secure location in accordance with established procedures for file management and recordkeeping. STANDARDS & GUIDELINES THE RSD FILE SHOULD CONTAIN: „ The RSD Application Form and other relevant information gathered at registration; „ A list of all accompanying family members/dependants applying for derivative status and their individual RSD files numbers; „ A list of all linked RSD cases, including all family members/dependants with individual refugee status claims; „ Photographs of the Applicant and other biometrics; „ Copies of all identity documents and other supporting documents; „ All notes by UNHCR staff members regarding the Applicant, including records of interviews or conversations with the Applicant(s) or third parties. These include audio or video records of interviews, where available; „ All correspondence relating to the Applicant; „ All formal decisions taken in the processing of the claim; „ Copies of documents issued by UNHCR to the Applicant; „ Contact information for the Applicant; „ All other relevant information regarding the Applicant or his/her claim. Eligibility Officers should record on the Applicant’s file and in the UNHCR’s case management database a brief description of any activity relating to the processing, the date of the action and the staff member involved. 2 34 Offices which, for operational reasons, only maintain electronic files should ensure that back-ups for all records are stored locally in a secure location in accordance with established procedures for file management and recordkeeping. Procedural Standards for RSD under UNHCR’s Mandate