2.2 Refugee Status Determination (RSD) File Management and Recordkeeping Procedures Unit 2: General Issues 2.2.1 General Each UNHCR Office should implement detailed file management procedures for all aspects of the processing, organization and handling of RSD files, whether in paper and/or electronic format, in accordance with UNHCR’s policies on the management of UNHCR records and archives. RSD file management and recordkeeping procedures in UNHCR Offices will vary depending on the scope of RSD operations and the technical systems and resources that are available in each Office. However, in every UNHCR Office file management procedures should achieve the following objectives: STANDARDS & GUIDELINES OBJECTIVES OF RSD FILE MANAGEMENT PROCEDURES: „ Rational internal organization of individual RSD files; „ Efficient filing and retrieval of individual RSD files and information therein; „ Regulated and restricted access to RSD files and respect for confidentiality of information; „ Secure physical storage of RSD files to prevent loss, damage or unauthorized access; „ Efficiency and integrity in UNHCR RSD procedures. All UNHCR staff who handle RSD files should ensure that the information contained in the file is complete and organized so that other UNHCR staff who are required to take action on the file can quickly and accurately understand the history and status of the file. All documents should be filed in chronological order, based on the date on which they were generated or received in the UNHCR Office.1 For paper files, the pages should be numbered as they are added to the file. Documents in electronic format should also be saved and organized in the same manner as paper files. File management procedures should clearly define individual responsibilities relating to management of paper and electronic RSD files including specific requirements for oversight and accountability (see § 2.2.7 – Supervision and Oversight of RSD File Management). 2.2.2 Procedures for Opening RSD Files An individual RSD file should be opened for each refugee status Applicant as early as possible in the RSD process, to ensure that all documents and developments relating to his/her claim are duly recorded and retained on the individual RSD file. Where more than one member of the same family or household apply for refugee status in their own right, a separate linked RSD file should be opened for each of them. 1 Depending on the size of the file, documents may also be organized thematically and in chronological order. 33