2.2.4 Access to RSD Files
All information regarding Applicants, whether stored in physical or electronic form, should be subject to
restricted access by authorized UNHCR staff and should be kept in a secure location. Electronic files
should be saved on UNHCR’s electronic recordkeeping system.
STANDARDS & GUIDELINES
FILE MANAGEMENT PROCEDURES IN EACH UNHCR OFFICE SHOULD ADDRESS
THE FOLLOWING ISSUES REGARDING ACCESS TO RSD FILES:
Designation of UNHCR staff members who should have access to RSD files and the level of access
authorized. For RSD files in electronic form, restrictions on what fields of information may be changed
by authorized staff members should also be defined;
Procedures for storage and surveillance of physical RSD files in central storage areas;
Procedures for storage of electronic RSD files on UNHCR’s electronic recordkeeping system,
including appropriate safeguards to preserve the confidentiality and integrity of the information
contained therein;
Directions for secure storage of RSD files that are not in the central file storage area or on UNHCR’s
recordkeeping system, including security of files in archive storage areas, the offices of individual
staff members, in any area to which persons who are not UNHCR staff members may have access,
as well as on personal computers or other electronic devises, and on personal/locally shared drives;
Procedures for removing RSD files, including information relating to Applicants recorded on
computers and portable electronic storage systems from UNHCR premises and other storage areas;
Access by implementing partners or any other third party to RSD files, including the precise scope
and conditions of access and the procedures that should be followed.
2.2.5 Movement of Physical RSD Files
UNHCR Offices should establish clear procedures to regulate and track the movement of RSD files within
the Office. At a minimum, there should be a central record, in which the name of every staff member who
requests a file must be recorded, with the date that the file is removed and returned. Transfers of files
between staff members should also be noted in the central file record.
To avoid loss or misfiling of documents UNHCR staff should, as a general rule, not remove documents or
sections of documents from individual RSD files.
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Procedural Standards for RSD under UNHCR’s Mandate