You are on page 1of 12

Annex 1.

WHO Folder structure


Level 1 Folders Level 2 Folders Level 3 Folders Level 4 Folders Level 5 Folders
Finance
[Biennium]
Accounts payable
[month]
[day]
Accounts receivable
Back-charging
[Region]
Biennium closing
Adjustments
Period Close
Management
Biennium opening
Reports and supporting
docs
Cost allocation
[Region]
Cash management
Approved bank
reconciliations
Customer receipts
ta!! recoveries
"elegation o! approval
authority
[Region]
#$penditure
management
%ournals
Reports
Adjustments
Period close
management
Level 1 Folders Level 2 Folders Level 3 Folders Level 4 Folders Level 5 Folders
Human Resources
ta!! member !iles
administration
[ta!! member !ile
number range]
[ta!! member name
and number]
Appointment & Change
in tatus & eparation
#ducation and 'raining
#ntitlements
(ealth Medical ervices
)nsurance
*eave and Absence
Administration
Payroll
Pension
Per!ormance #valuation
tatutory 'ravel
Privileged )n!ormation
'ravel +ploads
,eri!ications
pecial service
agreement !iles
administration
[A !ile number range]
[A name and number]
Applicants !iles
administration
[Applicant !ile number
range]
[Applicant name and
number]
Position Management
Level 1 Folders Level 2 Folders Level 3 Folders Level 4 Folders Level 5 Folders
Meetings and events
management
[Region]
[-ear]
[#vent]
#vent documents
Registration
management
)nvitation letters
Ac.uittance Roll Report
Level 1 Folders Level 2 Folders Level 3 Folders Level 4 Folders Level 5 Folders
a!roll
)nstructions
[Month-year]
Re!erence
"irectives
/lobal
(0
A1R2
#+R2
#MR2
#AR2
3PR2
#$ternal
Agreements 4ith other
agencies
alary scales
[Countries]
P-ta!!
Policy documents
+ )ncome ta$es
Level 1 Folders Level 2 Folders Level 3 Folders Level 4 Folders Level 5 Folders
rocurement and
assets management
Catalogue management
(0
[5ame o! agreement]
A1R2
[5ame o! agreement]
#MR2
[5ame o! agreement]
#+R2
[5ame o! agreement]
#AR
[5ame o! agreement]
3PR2
[5ame o! agreement]
/oods procurement
[-ear]
[Registration no6 range]
[Registration numbers]
/eneral
Background documents
Re.uests !or price
estimate
[P2 numbers]
Correspondence and
.uotations
Certi!icates and shipping
Receipts and claims
Management o! !i$ed
assets
(AC
[region]
ervices procurement
[region]
AP3
[Registry !ile numbers]
Consultant
[Registry !ile numbers]
"1C
[Registry !ile numbers]
1ello4ships
[Registry !ile numbers]
2ther 'ypes
[Registry !ile numbers]
tock management
(AC
[region]
Level 1 Folders Level 2 Folders Level 3 Folders Level 4 Folders Level 5 Folders
rogramme
Management
/lobal 1rame4ork
/eneral Programme o!
3ork -#leventh 7/P38
/P3 processes and
documents
/P3 revie4s
Millennium
"evelopment /oals
7M"/s8
trategic Planning
M'P 79::;-9:<=8
M'P "evelopment
M'P ,ersions and 1inal
document
M'P Revie4s
CC
CC 2rgani>ation-4ide
[Region ]
Level 1 Folders Level 2 Folders Level 3 Folders Level 4 Folders Level 5 Folders
rogramme
Management
Region 7<8 CC
guidance
Region 7<8 CC
analysis
Region 7<8
Country 7<8
Region 7<8
Country 798
#tc6
2ther strategic plans
7Clusters& Regions&
Programmes8
Regions trategic Plans
Region <
#tc6
Clusters trategic Plans
Cluster <
#tc6
Programmes trategic
Plans
[Programme]
Level 1 Folders Level 2 Folders Level 3 Folders Level 4 Folders Level 5 Folders
rogramme
Management
Programme Budget
development and
management 7PB8
PB ?Biennium 9:@@-
9:@@A
PB "evelopment
PB ,ersions
A/1R
PB Analysis
PB Ceilings Management
Level 1 Folders Level 2 Folders Level 3 Folders Level 4 Folders Level 5 Folders Level " Folders
R#$O%R&#
MO'(L()A*(O+ ,
&O+*R('%*(O+
A-R##M#+*$
"252R /#5#RA*
"252R 3)'(2+'
C()*"R#5 A/#5C)#
[e.g. BILL AND
MELINDA GATES
FOUNDATION]
/#5#RA*
Level 1 Folders Level 2 Folders Level 3 Folders Level 4 Folders Level 5 Folders Level " Folders
AWARD N# FOR ####
A3AR" "2C+M#5'
A3AR" 1)5A5C)A*
A"M)5)'RA')25
"252R 3)'(
C()*"R#5 A/#5C)#
[e.g GOVERNMENT
OFXXXX] See table
theea!te
A3AR" 1R2M A/#5C-
[<]
/#5#RA*
C2R# C25'R)B+')25
')M# P#R)2" <
[to be customi>ed
depending on the
"252R]
A3AR"
"2C+M#5'
A3AR"
1)5A5C)A*
A"M)5)'RA')25
#tc6
AWARD N# FOR ####
AWARD
DO"UMENTS
AWARD
FINAN"IAL
Level 1 Folders Level 2 Folders Level 3 Folders Level 4 Folders Level 5 Folders Level " Folders
ADMINISTRATIO
N