2.2.6 Storing and Archiving Closed RSD Files
Closure of RSD files should be subject to established criteria and administrative procedures. The criteria
for closure of RSD Files are set out in § 9.1 – Closing RSD Cases.
Unit 2: General Issues
Individual RSD files, whether in paper or electronic form, must be retained by UNHCR as Permanent
Records. The staff member who is responsible for supervising file management in the UNHCR Office
should ensure that procedures for maintaining closed RSD files and for transferring individual RSD files
to UNHCR Headquarters are developed and implemented in accordance with directives and guidance
produced by the Records and Archives Section in UNHCR Headquarters and in line with the Policy on the
Protection of Personal Data of Persons of Concern to UNHCR.
2.2.7 Supervision and Oversight of RSD File Management
In each UNHCR Office, a designated staff member should oversee the implementation of file management
procedures.
STANDARDS & GUIDELINES
OVERSIGHT RESPONSIBILITIES FOR RSD FILE MANAGEMENT:
Providing training and support to UNHCR staff on implementing file management procedures;
Supervising UNHCR Office practice with respect to access to physical and electronic RSD files, as
well as the movement and storage of individual RSD files, to ensure the security of RSD files and the
integrity and confidentiality of information relating to Applicants;
Conducting random monitoring of physical and electronic RSD files to ensure that staff members are
complying with established procedures for maintaining and updating RSD files and entering relevant
data into central systems.
The staff member who is responsible to oversee RSD file management should report to the RSD
Supervisor. Problems with management of RSD files that may affect the fairness or efficiency of RSD
procedures must be reported to the RSD Supervisor, who should be responsible to direct and monitor
the effectiveness of measures to address the problem. Wherever necessary, the designated staff member
or the RSD Supervisor may consult with the Records and Archives Section at Headquarters and relevant
functional sections in DIP for guidance and training support.
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