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III. Specific types of UN documents and publications

B. Works of an organizational, administrative or procedural nature

1. Administrative issuances
2. Agendas
3. Budgets (UN)
4. Calendars/Lists of meetings
5. Lists of members; candidates for election or appointment; election of officers; tributes to members of UN bodies
6. Lists of participants
7. Lists of permanent missions to the UN
8. Orders of the day
9. Representatives’ credentials
10. Rules of procedure
11. Terms of reference
12. Work programmes

Many works of an administrative nature and documents that chiefly concern organizational procedure of UN bodies require minimal subject analysis. They generally require corporate or conference name subject headings (tags 610 or 611) followed by appropriate coordinating terms subfield $g, in some cases personal name subject headings, and few, if any, topical subject terms. Refer to the List of modifiers for terms that may be used in tag 610 or 611 subfield $g. When a coordinating modifier is used in tag 610 or 611 subfield $g, the same term is not assigned as a topical subject (tag 650).

Indexers should assign appropriate Content Codes in tag 089, bearing in mind that specific Content Codes exist for certain types of procedural documents: calendars of meetings (A03), terms of reference (B10), rules of procedure (A08), work programmes (A08), draft terms of reference or rules of procedure (A17), administrative circulars (B12), biographical data on candidates (A10). In other cases (agendas, lists of participants, members, order of the day, etc.) the miscellaneous code B19 is assigned in tag 089. If the procedural matter is contained in a report or draft report, the appropriate Content Code for the report is assigned.

Example: Draft report containing a list of members

089 $b B08
191 $a CAT/C/38/CRP.2/Add.4
245 1 0 $a Draft report : $b Committee against Torture, 38th session
505 0 _ $a Annex 4. Membership of the Committee against Torture.
610 2 7 $a UN. Committee against Torture $g Members

Corporate and conference subject headings: name authority records

Corporate and conference subject headings with coordinating modifiers in tag 610 or 611 subfield $g are created as incomplete authority records. However, a complete authority record must exist for the corporate and conference name that appears in tag 610 or 610 subfield $a. Therefore, when adding a subject heading with a modifying term in subfield $g, the indexer should check to be certain that a complete authority record exists for the name appearing in subfield $a. If none exists, an authority record must be created.

When a corporate body or conference in tag 610 or 611 is subsidiary under a higher body or conference, the indexer should ensure that a complete authority record exists for the higher body or conference as well as for the subsidiary body.

Corporate and conference subject headings for specific sessions or meetings are followed by parenthetical qualifiers that include the number, year(s) and venue of the session or meeting (the venue is omitted in parenthetical qualifiers for sessions of the General Assembly and years of the Security Council). If an authority record is created for a specific session or meeting, an authority record must also exist for the body without parenthetical qualifiers.

See guidelines for establishing name authority records in the UNBIS Reference Manual for Name Authority Records.

Titles of procedural documents

Titles of procedural documents issued for sessions or meetings of UN bodies are often non-distinctive and incomplete, and may not indicate the specific subject matter.

When the subject or contents of a document are not evident from the title recorded in tag 245, the specific topic should be identified in a General Note (tag 500), Summary Note (tag 520) or Contents Note (tag 505).

If the title of a document concerning the work of a body does not include the name of the body, or is incomplete, it is common practice to supplement the title proper recorded in tag 245 $a with information taken from the head of title area of the document. UN official documents usually provide the name of the body, the session number, dates and place of the meeting in the upper left of the document, below the masthead. The elements taken from the head of title area are transcribed as a subtitle in tag 245 subfield $b in the order in which they appear, separated from each other by commas, in accordance with UNBIS rules for capitalizing proper names and abbreviating numerals. If the title proper refers to a specific session or meeting, the information about session number, dates and venue should be included in the added subtitle. If the title proper concerns the work of a UN body in general, and does not refer to a specific session, the name of the body should be added as a subtitle but information about a specific session or meeting (session number, dates, venue) should be omitted.

Example:

Title proper appearing on document:
Revision of the programme planning processes
Note by the secretariat

At head of title, under the masthead area, the following information appears:
ECONOMIC COMMISSION FOR EUROPE
EXECUTIVE COMMITTEE
Sixth meeting
Geneva, 29 September 2006

Title transcribed in tag 245:

245 1 0 $a Revision of the programme planning processes : $b Economic Commission for Europe : note / $c by the Secretariat

In the above example, only the phrase “Economic Commission for Europe” is taken from the head of title to complete the title proper, since the subject of the document is the programme of the Commission, not the programme of the Executive Committee. Therefore the information about the Executive Committee and its 6th meeting is not added to the title proper.

If however a document issued for the same meeting of the Executive Committee, with the same head-of-title information, bears the title proper:

Provisional agenda for the meeting to be held at the Palais des Nations, Geneva, in Conference Room XVI

In this case the document does concern the 6th meeting of the Executive Committee, so the pertinent information would be included in the subtitle as follows:

245 1 0 $a Provisional agenda for the meeting to be held at the Palais des Nations, Geneva, in Conference Room XVI : $b Economic Commission for Europe, Executive Committee, 6th meeting, Geneva, 29 September 2006

In some cases, adding head-of-title information to the title proper would not result in a meaningful title. The indexer should in that case consider adding text between square brackets in order to complete partial titles.

Example:

089 $b A17
191 $a [E/]ECE/MP.WAT/WG.4/2006/3
245 1 0 $a Draft rules of procedure : $b [Meeting of the Parties to the Protocol on Water and Health to the 1992 Convention on the Protection and Use of Transboundary Watercourse
and International Lakes] / $c prepared by the Secretariat
611 2 7 $a Meeting of the Parties to the Protocol on Water and Health to the 1992 Convention on the Protection and Use of Transboundary Watercourse and International Lakes $g Rules of procedure

In the above example, the document’s head of title information does not provide the name to which the title proper “Draft rules of procedure” refers; the name is found in the document’s introductory matter and added by the indexer to complete the title proper in a meaningful way.

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1. Administrative issuances

UN administrative circulars and administrative instructions issued at UN Headquarters have been indexed by DHL since Jan. 1986 (document series ST/AI/, ST/IC/ and ST/SGB/). UNOG administrative circulars and instructions have been indexed at UNOG Library since 1998 (document series [ST/]IC/Geneva, [ST/GENEVA/]ADM&FIN.INSTR/ and [ST/]Geneva/OI/).
Content Code B12 is assigned to administrative issuances (tag 089).
These series of administrative issuances are treated as numbered monographic series, with series statements recorded in tag 490 and series titles in tag 830.
Documents in the series ST/AI/, ST/IC/ and ST/SGB/ are included in the Official Document System (ODS), so links to full texts are added automatically. As at 1 May 2007, UNOG administrative circulars in series [ST/]IC/Geneva/ are included in UNOG Intranet but not in ODS, so indexers add links to those document texts manually in tag 856.
Primary subject terms (tag 650 first indicator 1) are assigned for the main subject(s) at the appropriate level of specificity, as well as corporate subject heading(s) (tag 610) with the appropriate coordinating modifiers in subfield $g (Administration, Buildings management, Personnel questions, etc.). Secondary subject terms (tag 650 first indicator 2) may be assigned if useful information is included, such as model forms.
When administrative circulars are presented in the form of memoranda, the title is taken from the text of the memorandum line following the word «Subject:», the statement of responsibility is taken from the text of the memorandum line following the word «From:» and the intended audience of the memorandum following the word «To:» is recorded in a General Note (tag 500).
The corporate name heading for the body recorded in the statement of responsibility is assigned in tag 710 as well as any other responsible bodies. An additional corporate name entry is assigned for the statement of responsibility in the series statement (tag 490).
Personal name entries are not made (tag 700) for names of office-holders identified in statements of responsibility.
A series statement as it appears on the document is recorded in tag 490, with statement of responsibility and number. The series title as it has been established in an authority record is assigned in tag 830 with the number in subfield $v.
In case an administrative issuance supersedes an earlier one, that information is provided in a Numbering Peculiarities Note (tag 515): Supersedes… with a reciprocal note added in the earlier record: Superseded by…
For UN Headquarters administrative circulars and instructions the Product Code ADM is added in tag 930. When a document with Product Code ADM is superseded by a later document, the code ADM is deleted from the superseded document so that only valid administrative issuances are printed in current indexes.
Classification codes are assigned in tag 069 on records for UN Headquarters administrative issuances, taken from the ADM classification scheme.

Example 1: New York administrative circular

069 $a ADM $b 11.15
089 $b B12
191 $a ST/IC/2006/59
245 1 0 $a Language proficiency examinations, May 2007 / $c from the Assistant Secretary-General for Human Resources Management
490 1 _ $a Information circular / $c United Nations, Secretariat
500 $a “To: Members of the staff at Headquarters”.
500 $a “Expiration date of the present information circular: 31 Dec. 2007”.
610 2 7 $a UN Headquarters $g Personnel questions
610 2 7 $a UN $g Personnel questions
650 1 7 $a LANGUAGE PROFICIENCY EXAMINATIONS
710 2 _ $a UN. Assistant Secretary-General for Human Resources Management
710 2 _ $a UN. Secretariat
830 _ 0 $a Information circular (UN. Secretariat)
856 4 1 $3 English $q PDF $u http://daccessods.un.org/access.nsf/Get?Open&DS=ST/IC/2006/59&Lang=E
930 $a ADM

Example 2: UNOG administrative circular

089 $b B12
191 $a [ST/]IC/Geneva/2007/3
245 1 0 $a Language proficiency examinations / $c Aminata S. Djermakoye, Director, Division of Administration
490 1 _ $a Information circular / $c United Nations Secretariat $v no. 3
500 $a Available at UNOG Intranet.
610 2 7 $a UN Office at Geneva $g Personnel questions
650 1 7 $a LANGUAGE PROFICIENCY EXAMINATIONS
650 2 7 $a MODEL FORMS
710 2 _ $a UN Office at Geneva. Division of Administration. Director
830 _ 0 $a Information circular (UN Office at Geneva) $v no. 2007/3
856 4 1 $3 English $q PDF $u http://intranet.unog.un.org/admin/circulars/ciren/icgva/2007/2007icgv0003__e.pdf

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2. Agendas

Documents consisting of agendas for sessions and meetings generally require no topical subjects in tag 650. In most cases only corporate subjects or conference subjects (tag 610 or 611) are required, pre-coordinated with the term Agenda from the List of modifiers.

Example 1: A document containing preliminary list of items to be included in the provisional agenda of the 62nd regular session of the General Assembly (A/62/50)

610 2 7 $a UN. General Assembly (62nd sess.: 2007-2008) $g Agenda

Example 2: A document allocating agenda items to the committees of the 61st session of the General Assembly (A/61/252)

610 2 7 $a UN. General Assembly (61st sess. : 2006-2007) $g Agenda
610 2 7 $a UN. General Assembly (61st sess. : 2006-2007). 1st Committee $g Agenda
610 2 7 $a UN. General Assembly (61st sess. : 2006-2007. Special Political and Decolonization Committee (4th Committee) $g Agenda
610 2 7 $a UN. General Assembly (61st sess. : 2006-2007). 2nd Committee $g Agenda
610 2 7 $a UN. General Assembly (61st sess. : 2006-2007). 3rd Committee $g Agenda
610 2 7 $a UN. General Assembly (61st sess. : 2006-2007). 5th Committee $g Agenda
610 2 7 $a UN. General Assembly (61st sess. : 2006-2007). 6th Committee $g Agenda

Letters requesting supplementary items to be added to the agenda, which generally include explanatory memoranda, require, in addition to the above, one or more descriptors for the proposed item.

Example: A letter requesting the inclusion of an additional item in the agenda of the 60th session entitled "Observer status for the Hague Conference on Private International Law" (A/60/232)

610 2 7 $a UN. General Assembly (60th sess. : 2005-2006) $g Agenda
610 2 7 $a Hague Conference on Private International Law
650 1 7 $a OBSERVER STATUS

Agenda documents sometimes contain annexed information that may be of interest to users, or addenda to agendas may be issued as separate documents containing supplementary information. In such cases, it is helpful to assign topical subject terms (tag 650) in addition to the corporate or conference subject (tag 610 or 611) precoordinated with the term Agenda in subfield $g. The presence of annexed information should also be specified in a contents note or indexer’s note.

Example 1: An agenda document containing a list of documents in an annex (A/AC.96/LVIII/L.1). Since the main subject is the agenda, not the list of documents, the topical subject DOCUMENTS is assigned as a secondary subject.

245 1 0 $a Provisional agenda and annotations : $b Executive Committee of the High Commissioner’s Programme, 58th session, Geneva, 1-5 October 2007
500 $a “Annex: Provisional list of documents”: p. 7-8.
610 2 7 $a UN. Executive Committee of the UNHCR Programme (58th sess. : 2007 : Geneva) $g Agenda
650 2 7 $a DOCUMENTS

Example 2: An addendum to an agenda document containing the list of persons currently mandated to carry out the special procedures in an annex (E/CN.4/2006/1/Add.1). Since this list contains useful information, the topical subjects HUMAN RIGHTS and SPECIAL PROCEDURES are assigned as secondary subjects.

245 1 0 $a Annotations to the provisional agenda : $b Commission on Human Rights, 62nd session, 16 January and 13 March-21 April 2006
500 $a “Annex: List of all persons currently mandated to carry out the
special procedures mandates of the Commission on Human Rights”: p. 58-61.
610 2 7 $a UN. Commission on Human Rights (62nd sess. : 2006 : Geneva) $g Agenda
650 2 7 $a HUMAN RIGHTS
650 2 7 $a SPECIAL PROCEDURES

Example 3: Agenda containing terms of reference and work programme in annex

089 $b B10
089 $b A08
191 $a [E/ECE/]CEP/AC.10/2001/1
245 1 0 $a Provisional agenda for the 1st session, to be held at the Palais des Nations, Geneva, starting on Wednesday, 27 June : $b Economic Commission for Europe, Committee on Environmental Policy, Ad Hoc Working Group on Environmental Monitoring, 1st session, 27-29 June 2001
500 $a Annexes (p. 4-8): 1. Terms of reference of the Ad Hoc Working Group on Environmental Monitoring – 2. Work plan of the Ad Hoc Working Group on Environmental Monitoring.
610 2 7 $a UN. ECE. Ad Hoc Working Group on Environmental Monitoring (1st sess. : 2001 : Geneva) $g Agenda
610 2 7 $a UN. ECE. Ad Hoc Working Group on Environmental Monitoring $g Terms of reference
610 2 7 $a UN. ECE. Ad Hoc Working Group on Environmental Monitoring $g Work programme

If a document discusses the agenda of a body in general, without referring to a particular session or meeting, the corporate or conference subject heading without parenthetical qualifiers for a session or meeting is assigned in tag 610 or 611, with the coordinating term Agenda in subfield $g.

Example:

089 $b B01
191 $a A/HRC/RES/3/4
245 1 0 $a Implementation of General Assembly resolution 60/251 : $b agenda, annual programme of work, methods of work and rules of procedure of the Human Rights Council
610 2 7 $a UN. Human Rights Council $g Agenda
610 2 7 $a UN. Human Rights Council $g Work programme
610 2 7 $a UN. Human Rights Council $g Work organization
610 2 7 $a UN. Human Rights Council $g Rules of procedure

Since agendas are often the first documents issued for a session, indexers must ensure that a complete corporate or conference name authority record is established for the specific session or meeting, even though the corporate or conference subject heading assigned to the agenda record will be the incomplete heading with Agenda in subfield $g.
Indexers must also ensure that a complete series symbol record is created for the session, if one does not already exist, and that agenda item authority records are created
See guidelines for establishing name authority records, series symbol authority records, and agenda item authority records in the UNBIS Reference Manuals.
If documents are issued for a session under items of the agenda before the agenda document is received, the indexer should add a Local Note (tag 596 for DHL, tag 597 for UNOG) reminding staff that the agenda information must be added to the record. If the agenda item title appears on the document, it should be transcribed in the title tag 245. When the agenda document is eventually received and agenda item authority records are created, records for documents previously issued for the session are updated to delete the Local Note, add the appropriate agenda item authority records in tag 991, and modify the title in tag 245 if necessary.

Example: Document issued under agenda item 7b of a session; agenda document not yet received

191 $a [E/]ECE/TRANS/SC.3/2007/1
245 1 0 $a Updating the European Code for Inland Waterways (CEVNI)
597 $a Requires Agdocno and Agitem 7b.

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3. Budgets (UN)

The UN budgetary process includes the regular budget, the peacekeeping budget and the International Tribunals budget.

I. The regular budget’s main documents are:

- Biennial strategic framework/plan (issued in April of the first year of the prior biennium and reviewed by the Committee for Programme and Coordination (CPC) and the 5th Committee in June and September respectively).

These documents require subject headings for major topics and corporate names for each fascicle section.

Example: Proposed strategic framework for the period 2008-2009. Part 2 : biennial programme plan. Programme 4, Peacekeeping operations (A/61/6(Progr.4))

610 2 7 $a UN $g Medium-term plan (2008-2009)
610 2 7 $a UN. Department of Peacekeeping Operations
650 1 7 $a PEACEKEEPING OPERATIONS
650 1 7 $a MEDIUM-TERM PLANNING

- Budget outline (issued by the Secretary-General in September and reviewed by ACABQ and the 5th Committee in June and October respectively)

These documents require subject headings for major topics and corporate names.

Example: Proposed programme budget outline for the biennium 2008-2009: report of the Secretary-General (A/61/576)

610 2 7 $a UN $g Budget (2008-2009)
650 1 7 $a PROGRAMME BUDGETING
650 1 7 $a CONTINGENCY FUNDS
650 2 7 $a COSTS
650 2 7 $a COMMON SERVICES

- Budget (issued in March of the 2nd year of the prior biennium and reviewed by ACABQ, CPC and 5th Committee in March, April and June respectively)

These documents require subject headings for major topics and corporate subjects for each fascicle section. For the compilation of the UN budget, only the corporate subject heading UN with the coordinating modifier Budget (year) is assigned in the corporate subject field (tag 610 $a and $g). The topical subject PROGRAMME BUDGETING is assigned as a primary subject term. When the compilation is issued in more than one volume, the coverage of each volume is identified in the note field. The content code A17 is assigned to proposed (draft) budgets and A08 is assigned to the final budgets.

Example 1: Proposed programme budget for the biennium 2006-2007. Part 7, Public Information, Section 27, Public information (Programme 23 of the biennial programme plan and priorities for the period 2006-2007) (A/60/6(Sect. 27))

089 $b A17
610 2 7 $a UN $g Budget (2006-2007)
610 2 7 $a UN $g Medium-term plan (2006-2007)
610 2 7 $a UN. Department of Public Information
650 1 7 $a PUBLIC INFORMATION
650 1 7 $a PROGRAMME BUDGETING

Example 2: Programme budget for the biennium 2006-2007 (A/60/6/Add.1)

089 $b A08
610 2 7 $a UN $g Budget (2006-2007)
650 1 7 $a PROGRAMME BUDGETING
650 1 7 $a APPROPRIATIONS

- Performance reports (issued yearly in November and December)

These documents require subject headings for major topics and corporate names.

Example: First performance report on the programme budget for the biennium 2006-2007 : report of the Secretary-General (A/61/593)

610 2 7 $a UN $g Budget (2006-2007)
650 1 7 $a BUDGET PERFORMANCE
650 1 7 $a PROGRAMME EXPENDITURES

II. Peacekeeping budgets’ main documents are:

- Detailed budget covering one mandate period at the time;
- Budget review by ACABQ and General Assembly;
- Performance reports for preceding 12 month period;
- Financial report and audited financial statements:

These documents require subject headings for major topics and corporate names.

Example 1: Budget for the United Nations Operation in Burundi for the period from 1 July 2006 to 30 June 2007: report of the Secretary-General (A/61/309)

610 2 7 $a UN Operation in Burundi $g Budget (2006-2007)
610 2 7 $a UN Operation in Burundi $g Organizational structure
650 1 7 $a PEACEKEEPING OPERATIONS
650 1 7 $a BURUNDI
650 1 7 $a FINANCIAL RESOURCES
650 1 7 $a COSTS

Example 2: Financial performance report for the period from 1 July 2005 to 30 June 2006 of the United Nations Operation in Burundi: report of the Advisory Committee on Administrative and Budgetary Questions (A/61/852/Add.6)

610 2 7 $a UN Operation in Burundi $g Budget (2005-2006)
610 2 7 $a UN. Advisory Committee on Administrative and Budgetary Questions $g Recommendations
650 1 7 $a PEACEKEEPING OPERATIONS
650 1 7 $a BURUNDI
650 1 7 $a BUDGET PERFORMANCE
650 1 7 $a PROGRAMME EXPENDITURES
650 1 7 $a PROGRAMME EVALUATION

III. International Tribunals budgets’ main documents are:

- Biennial budget;
- Annual performance report

These documents require subject headings for major topics and corporate names.

Example 1: Budget for the International Tribunal for the Prosecution of Persons Responsible for Serious Violations of International Humanitarian Law Committed in the Territory of the Former Yugoslavia since 1991 for the biennium 2006-2007: report of the Secretary-General (A/60/264)

610 2 7 $a International Tribunal for the Prosecution of Persons Responsible for Serious Violations of International Humanitarian Law Committed in the Territory of the Former Yugoslavia since 1991 $g Budget (2006-2007)
650 1 7 $a PROGRAMME EXPENDITURES
650 1 7 $a RESOURCES ALLOCATION
650 1 7 $a FORMER YUGOSLAVIA SITUATION

Example 2: First performance report of the International Criminal Tribunal for Rwanda for the biennium 2006-2007 : report of the Secretary-General (A/61/586)

610 2 7 $a UN $g Budget (2006-2007)
610 2 7 $a International Criminal Tribunal for Rwanda $g Financing
610 2 7 $a International Criminal Tribunal for Rwanda $g Budget (2006-2007)
650 1 7 $a FINANCIAL MANAGEMENT
650 1 7 $a BUDGET PERFORMANCE
650 1 7 $a PROGRAMME EXPENDITURES
650 1 7 $a INTERNATIONAL CRIMINAL COURTS

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4. Calendars/Lists of meetings

Calendars or lists of meetings normally require only the corporate subject heading (tag 610, without sessional qualifiers) with the coordinating term Calendar of meetings in subfield $g followed by the range of years covered by the calendar of meetings, between parentheses. The Content Code A03 (tag 089) is assigned. No topical subject terms (tag 650) are assigned.

Example:

089 $b A03
191 $a [E/]ECE/TRANS/197
245 1 0 $a List of meetings of the Inland Transport Committee and its subsidiary bodies in 2007 and in January-March 2008
610 2 7 $a UN. ECE. Inland Transport Committee $g Calendar of meetings (2007-2008)

The coordinating term Calendar of meetings is also used for documents concerning the pattern or scheduling of meetings of a body. In that case, the term Calendar of meetings is assigned in tag 610 subfield $g without year qualifiers and the Content Code A03 is not assigned.

Example:

089 $b B01
191 $a E/DEC/1982/156
245 1 0 $a Scheduling of the annual session of the Commission on Human Rights
610 2 7 $a UN. Commission on Human Rights $g Calendar of meetings

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5. Lists of members; candidates for election or appointment; election of officers; tributes to members of UN bodies

Documents consisting of lists of members of UN bodies or concerning membership in UN bodies are indexed with the corporate subject heading for the body (tag 610) and the coordinating term Members in subfield $g. The term Members does not apply to specific sessions or meetings but only to the main entry for the body; the term Participants is used for documents concerning attendance or participation at specific sessions or meetings of a body.
Lists of members require only the corporate subject heading (tag 610 with subfield $g).

Example:

089 $b B19
191 $a E/ICEF/2007/2
245 1 0 $a Executive Board membership : $b composition and officers for 2007 : United Nations Children’s Fund
610 2 7 $a UNICEF. Executive Board $g Members
610 2 7 $a UNICEF. Executive Board $g Officers

Documents concerning appointment of members or election of members require the subject term (tag 650) APPOINTMENT OF MEMBERS or ELECTION OF MEMBERS in addition to the corporate subject heading.

Example 1:

089 $b B19
191 $a A/62/104
245 1 0 $a Appointment of a member of the Board of Auditors : $b note / $c by the Secretary-General
610 2 7 $a UN. Board of Auditors $g Members
650 1 7 $a APPOINTMENT OF MEMBERS

Example 2:

089 $b B19
191 $a E/2007/9/Add.7
245 1 0 $a Election of 19 members of the Governing Council of the United Nations Human Settlements Programme : $b note : addendum / $c by the Secretary-General
610 2 7 $a UN-HABITAT. Governing Council $g Members
650 1 7 $a ELECTION OF MEMBERS

When a meeting record includes information about election of officers for a session, in addition to assigning the coordinating term Officers in tag 610 subfield $g of the corporate subject heading for the session, assign tag 650 subject term ELECTION OF OFFICERS (usually it is a secondary subject in meeting records, although it will be a primary subject if the main discussion/action at a meeting concerns election of an officer or officers).

Example:

610 27 $a UN. Committee on the Protection of the Rights of All Migrant Workers and Members of Their Families (4th sess. : 2006 : Geneva) $g Officers
650 17 $a MIGRANT WORKERS
650 17 $a HUMAN RIGHTS
650 27 $a ELECTION OF OFFICERS

In addition to assigning the corporate subject heading for the session with Officers in tag 610 subfield $g, use judgement in assigning corporate subject headings for specific officers (e.g., President, Vice-President, Chairperson, Vice-Chairperson, etc.).  For example, if a meeting is held for the express purpose of electing a specific officer, add tag 610 corporate subject heading for the officer in addition to the corporate subject heading for the session with Officers in tag 610 subfield $g.

Example:

245 10 $a Summary record of the 589th meeting, held at the Palais des Nations, Geneva, on Thursday, 30 June 2005 : Executive Committee of the Programme of the United Nations High Commissioner for Refugees, 55th session, extraordinary meeting
610 27 $a UN. Executive Committee of the UNHCR Programme (2005, extraordinary sess. : Geneva)
610 27 $a UN. Executive Committee of the UNHCR Programme (56th sess. : 2005 : Geneva) $g Officers
610 27 $a UN. Executive Committee of the UNHCR Programme. Chairman
650 17 $a ELECTION OF OFFICERS

When documents include biographical data on candidates for appointment or election to UN bodies, indexers should assign the Content Code A10 (tag 089), specify in a General Note (tag 500) that the document includes biographical data, and add the primary subject term BIOGRAPHY (tag 650 first indicator 1). In addition, indexers must assign personal name subject headings (tag 600) for each candidate, followed by the country of nationality between parentheses in subfield $g.

Example:

089 $b A10
191 $a CERD/SP/66
245 1 0 $a Election of 9 members of the Committee on the Elimination of Racial Discrimination … : $b note / $c by the Secretary-General
500 $a Includes biographical data on candidates.
600 1 7 $a Avtonomov, A.S. $g (Russian Federation)
600 1 7 $a Boyd, Ralph Fredric $g (United States)
600 1 7 $a Cali Tzay, José Francisco $g (Guatemala)
610 2 7 $a UN. Committee on the Elimination of Racial Discrimination $g Members
650 1 7 $a ELECTION OF MEMBERS
650 1 7 $a BIOGRAPHY

Documents that concern the appointment of high-level officials, are indexed with the corporate subject heading for the body (tag 610), the primary subject term APPOINTMENT OF OFFICIALS (tag 650 first indicator 1), and the personal name subject heading (tag 600), followed by the country of nationality between parentheses in subfield $g.

Example: A document concerning appointment of the UNCTAD Secretary-General

600 1 7 $a Panitchpakdi, Supachai $g (Thailand)
610 2 7 $a UNCTAD. Secretary-General
650 1 7 $a APPOINTMENT OF OFFICIALS

Example: A letter concerning appointment of judges of the International Criminal Tribunal for the Former Yugoslavia

600 1 7 $a Delvoie, Guy $g (Belgium)
600 1 7 $a Morrison, Howard $g (United Kingdom)
600 1 7 $a Hall, Burton, Sir $g (Bahamas)
610 2 7 $a International Tribunal for the Prosecution of Persons Responsible for Serious Violations of International Humanitarian Law Committed in the Territory of the Former Yugoslavia since 1991
650 1 7 $a JUDGES
650 1 7 $a APPOINTMENT OF OFFICIALS
650 2 7 $a FORMER YUGOSLAVIA SITUATION
650 2 7 $a INTERNATIONAL CRIMINAL COURTS

Documents containing tributes to members of UN bodies or to a person who is or was the official representative of a member State, are indexed with the subject term TRIBUTES (tag 650) and the personal name subject heading for the individual (tag 600). The country of the individual’s nationality is included between parentheses in tag 600 subfield $g.

Example: Meeting record containing a tribute to a member of the Human Rights Committee

600 1 7 $a Prado Valejo, Julio $g (Ecuador)
650 1 7 $a TRIBUTES

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6. Lists of participants

It is generally not necessary to make added title entries (246) for parallel titles of multilingual lists of participants when the only portion of the title that is multilingual is "List of participants" or "Provisional list of participants".

Example:

191 $a TD/B/C.II/MEM.1/Misc.1
245 10 $a Provisional list of participants : $b United Nations Conference on Trade and Development, Trade and Development Board, Investment, Enterprise and Development Commission, Multi-Year Expert Meeting on Enterprise Development Policies and Capacity-Building in Science, Technology and Innovation (STI), Geneva, 20-22 January 2009 = Liste provisoire des participants = Lista provisional de participantes

Variant titles are not added:

246 31 $a Liste provisoire des participants : $b United Nations Conference on Trade and Development, Trade and Development Board, Investment, Enterprise and Development Commission, Multi-Year Expert Meeting on Enterprise Development Policies and Capacity-Building in Science, Technology and Innovation (STI), Geneva, 20-22 January 2009
246 31 $a Lista provisional de participantes : $b United Nations Conference on Trade and Development, Trade and Development Board, Investment, Enterprise and Development Commission, Multi-Year Expert Meeting on Enterprise Development Policies and Capacity-Building in Science, Technology and Innovation (STI), Geneva, 20-22 January 2009

Lists of participants usually require only the corporate or conference subject heading for the specific session or meeting of the body or conference (tag 610 or 611) with the coordinating term Participants in subfield $g.

Example:

089 $b B19
191 $a A/HRC/4/Misc.1
245 1 0 $a Provisional list of participants : $b Human Rights Council, 4th session
610 2 7 $a UN. Human Rights Council (4th sess. : 2007 : Geneva) $g Participants

Exceptionally a topical subject term (tag 650) may also be assigned, if a particular category of participants is specifically referred to.

Example:

089 $b B19
191 $a A/AC.96/922/Add.1
245 1 0 $a Provisional list of participants (non-governmental organizations) : $b Executive Committee of the High Commissioner’s Programme, 50th session, Geneva, 4-8 October 1999
610 2 7 $a UN. Executive Committee of the UNHCR Programme (50th sess. : 1999 : Geneva) $g Participants
650 1 7 $a NON-GOVERNMENTAL ORGANIZATIONS

Sessional reports often include the list of participants for the session. Even though the list of participants for the session may have been issued as a separate document, indexers should still add corporate subject heading for the session with modifier Participants. [as of April 2008]

In addition to its use for lists of participants, the term Participants is also used as a coordinating term with a corporate or conference subject heading in general, not for a specific session or meeting, when documents discuss participation in work or attendance at meetings of a UN body in general.

Example:

089 $b B19
245 1 0 $a Enhancing the participation of national human rights institutions in the work of the Commission on Human Rights and its subsidiary bodies
610 2 7 $a UN. Commission on Human Rights $g Participants
650 1 7 $a HUMAN RIGHTS INSTITUTIONS

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7. Lists of permanent missions to the UN

• Document series ST/SG/SER.A/

These documents require only the primary subject term (tag 650 first indicator 1) PERMANENT MISSIONS, the corporate subject heading (tag 610) UN with the coordinating term Members in subfield $g, and the corporate subject heading (tag 610) UN Headquarters.

Example:

089 $b B19
191 $a ST/SG/SER.A/296/Add.1
245 1 0 $a Permanent Missions to the United Nations
610 2 7 $a UN $g Members
610 2 7 $a UN Headquarters
650 1 7 $a PERMANENT MISSIONS

• Document series ST/GENEVA/SER.A/

These documents require the primary subject terms (tag 650 first indicator 1) PERMANENT MISSIONS, GENEVA (SWITZERLAND) and DIRECTORIES, the corporate subject heading (tag 610) UN with the coordinating term Members in subfield $g, and the corporate subject heading (tag 610) UN Office at Geneva.
Also require the secondary subject terms (tag 650 first indicator 2) OBSERVER MISSIONS and INTERGOVERNMENTAL ORGANIZATIONS.

Example:

089 $b B19
191 $a ST/GENEVA/SER.A/100
245 1 0 $a Missions permanentes auprès des Nations Unies à Genève. $n No 100, avril 2007
610 2 7 $a UN $g Members
610 2 7 $a UN Office at Geneva
650 1 7 $a PERMANENT MISSIONS
650 1 7 $a GENEVA (SWITZERLAND)
650 1 7 $a DIRECTORIES
650 2 7 $a OBSERVER MISSIONS
650 2 7 $a INTERGOVERNMENTAL ORGANIZATIONS

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8. Orders of the day

«Order of the day» documents are issued daily during sessions of some UN bodies (mainly for meetings of certain bodies held at the UN Office in Geneva) to inform about the programme of meetings for the day. Document symbols include the letters OD followed by sequential numbering. They are included in the Official Document System (ODS).
No subject analysis is required for this type of document. No tag 6XX or 7XX descriptors are assigned. Orders of the day are only treated by bibliographic description.

Example:

089 $b B19
191 $a A/HRC/4/OD.1
245 1 0 $a Order of the day, Monday, 12 March 2007 : $b Human Rights Council, 4th session, Geneva, 12-30 March 2007
260 $a Geneva : $b UN, $c 12 Mar. 2007

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9. Representatives' credentials

Documents concerning credentials of representatives to sessions or meetings of UN bodies or conferences require a corporate or conference subject heading (tag 610 or 611) that includes the specific session number, year and venue between parentheses and the coordinating term Representatives' credentials in subfield $g.

Examples:

089 $b A16
191 $a SPLOS/84
245 1 0 $a Credentials of representatives to the 12th Meeting of States Parties to the United Nations Convention on the Law of the Sea : $b report of the Credentials Committee
611 2 7 $a Meeting of States Parties to the United Nations Convention on the Law of the Sea (12th : 2002 : New York). Credentials Committee
611 2 7 $a Meeting of States Parties to the United Nations Convention on the Law of the Sea (12th : 2002 : New York) $g Representatives' credentials
711 2 _ $a Meeting of States Parties to the United Nations Convention on the Law of the Sea (12th : 2002 : New York). Credentials Committee
[Content code A16 is used for reports of subsidiary bodies under meetings or conferences with authority type 111 (meeting name)]

089 $b B04
089 $b B02
191 $a A/63/633
245 1 0 $a Credentials of representatives to the 63rd session of the General Assembly : $b report of the Credentials Committee
610 2 7 $a UN. General Assembly (63rd sess. : 2008-2009). Credentials Committee
610 2 7 $a UN. General Assembly (63rd sess. : 2008-2009) $g Representatives' credentials
710 2 _ $a UN. General Assembly (63rd sess. : 2008-2009). Credentials Committee
[Content code B04 is used for reports of subsidiary bodies under meetings or conferences with authority type 110 (corporate name)]

If documents concern credentials of representatives of specific Member States, in addition to the corporate or conference subject heading (tag 610 or 611) with the specific session number, year and venue between parentheses and the coordinating term Representatives' credentials in subfield $g, indexers should add geographic subject terms for the countries (tag 650 first indicator 1).

Example:

191 $a S/2007/114
245 1 0 $a Report concerning the credentials of the alternate representative of Panama on the Security Council / $c by the Secretary-General
610 2 7 $a UN. Security Council (62nd year : 2007) $g Representatives' credentials
650 1 7 PANAMA
710 2 _ $a UN. Secretary-General

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10. Rules of procedure

Documents consisting of rules of procedure or draft rules of procedure of a body or conference, or chiefly concerning rules of procedure, require only the corporate or conference subject heading (tag 610 or 611) with the coordinating term Rules of procedure in subfield $g. No topical subject terms (tag 650) are assigned. The coordinating term Rules of procedure is not used with specific sessions or meetings but only with the main entry for the body or conference.
If a document contains adopted rules of procedure, the Content Code A08 is assigned in tag 089. If a document contains draft rules of procedure, the Content Code A17 is assigned.

Example:

089 $b A08
191 $a HRI/GEN/3/Rev.2/Add.1
245 1 0 $a Compilation of rules of procedure adopted by human rights treaty bodies : $b addendum
500 $a “This document contains the revised rules of procedure of the Human Rights Committee”.
610 2 7 $a UN. Human Rights Committee $g Rules of procedure

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11. Terms of reference

When terms of reference of a UN body are the main subject or contents of a document, primary subject term(s) (tag 650 first indicator 1) are assigned to reflect the main areas or focus of work of the body, as well as the appropriate subject term for the type of body (CENTRES, FUNDS, GROUPS OF EXPERTS, INTER-AGENCY GROUPS, TASK FORCES, WORKING GROUPS, etc.).
If a document contains adopted terms of reference, the Content Code B10 is assigned in tag 089; Content Code A17 is assigned for draft terms of reference. The Content Code A08, not B10, is assigned for terms of reference of non-UN bodies.
If a document discusses terms of reference of a body, but does not actually contain the terms of reference, of course the Content Code B10 would not be assigned.
Terms of reference are sometimes referred to as «mandates» or «statutes». Indexers should note that the UNBIS Thesaurus Term MANDATES is not used for mandates of organizations, and has a very specific scope restricting its use to commissions from the League of Nations to Member States to administer territories.
The appropriate corporate subject heading is assigned in tag 610 with the coordinating modifier Terms of reference in subfield $g. Indexers should be aware that draft terms of reference often require the creation of name authority records for new or proposed bodies, and that adopted terms of reference may require updating existing authority records in case the name of the body in the adopted terms of reference changed from the form of the name as originally proposed.

Example:

089 $b B10
191 $a [E/]ECE/EX/2007/L.3
245 1 0 $a Decision on matters relating to the Committee on Inland Transport : $b establishment of a Multidisciplinary Group of Experts on Inland Transport Security : note
500 $a Includes terms of reference of the Multidisciplinary Group of Experts on Inland Transport Security established by the Inland Transport Committee at its 69th session, 6-8 Feb. 2007.
610 2 7 $a UN. ECE. Multidisciplinary Group of Experts on Inland Transport Security $g Terms of reference
650 1 7 $a INLAND TRANSPORT
650 1 7 $a TRANSPORT SECURITY
650 1 7 $a GROUPS OF EXPERTS

Note that in the above example the coordinating term Establishment was not used, since the coordinating terms Establishment and Dissolution are only assigned to records for UN resolutions and decisions establishing or dissolving UN bodies.

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12. Work programmes

Documents containing work programmes or draft work programmes of UN bodies are indexed with the corporate subject heading (tag 610) followed by the coordinating term Work programme in subfield $g and the range of years covered by the work programme between parentheses. The coordinating term Work programme should not be used with specific sessions or meetings but only with the main entry for the body. The term Work programme may be used without a range of years if no time period is specified. If a document contains a final or adopted work programme, the Content Code A08 is assigned in tag 089. The Content Code A17 is assigned to a document containing a draft work programme.
In addition to the corporate subject heading for a work programme, indexers should assign primary subject terms (tag 650 first indicator 1) for the main subject area covered by the work programme. If the main subject of the work programme is quite specific, it is only necessary to assign primary subject term(s). If the work programme covers a broad subject area, with subprogrammes or subheadings in a range of specific subject fields, then secondary subject terms (tag 650 first indicator 2) should be assigned to reflect the main subjects of the specific subprogrammes, in addition to primary subject term(s) for the overall subject area of the work programme.
For instance, a work programme of the UNECE World Forum for Harmonization of Vehicle Regulations covers a very specific subject area (motor vehicle standards) ; therefore it would be indexed only with a primary subject term for that main subject area, and no secondary subject terms, in addition to the corporate subject heading.

Example:

089 $b A08
191 $a [E/]ECE/TRANS/WP.29/2007/1
245 1 0 $a Programme of work of the World Forum for Harmonization of Vehicle Regulations (WP.29) and its subsidiary bodies
610 2 7 $a UN. ECE. World Forum for Harmonization of Vehicle Regulations $g Work programme
650 1 7 $a MOTOR VEHICLE STANDARDS

On the other hand, a work programme of a UNECE major subsidiary body, the Inland Transport Committee, covers a range of specific subprogrammes in addition to the overall subject area, so it would be indexed with secondary subject terms for the major subject areas of the subprogrammes, in addition to the primary subject terms for the overall subject area and the corporate subject heading.

Example:

089 $b B04
089 $b A08
191 $a [E/]ECE/TRANS/166/Add.1
245 1 0 $a Report of the Inland Transport Committee : $b Economic Commission for Europe, Inland Transport Committee, 68th session, Geneva, 7-9 February 2006 : addendum
505 0 _ $a Programme of work 2006-2010.
610 2 7 $a UN. ECE. Inland Transport Committee $g Work programme (2006-2010)
650 1 7 $a INLAND TRANSPORT
650 1 7 $a TRANSPORT INFRASTRUCTURE
650 1 7 $a EUROPE
650 2 7 $a TRANSPORT ECONOMICS
650 2 7 $a TRANSPORT FACILITATION
650 2 7 $a ROAD TRANSPORT
650 2 7 $a TRAFFIC SAFETY
650 2 7 $a MOTOR VEHICLE STANDARDS
650 2 7 $a RAILWAY TRANSPORT
650 2 7 $a INLAND WATER TRANSPORT
650 2 7 $a DANGEROUS GOODS TRANSPORT
650 2 7 $a MULTIMODAL TRANSPORT
650 2 7 $a CUSTOMS CONVENTIONS
650 2 7 $a FOOD TRANSPORT
650 2 7 $a TRANSPORT STATISTICS

Documents that discuss the work programme of a UN body, but do not actually contain the programme or draft programme, are indexed with the appropriate corporate subject heading for the work programme but the Content Code A08 or A17 is not assigned.
Documents discussing implementation of a work programme during a past or continuing period of time are often indexed with the corporate subject heading (tag 610) followed by the coordinating term Activities in subfield $g and the range of years between parentheses. The coordinating term Activities must always be followed by a year or range of years.
If a document describes specific activities undertaken to implement a work programme, specific subject terms (tag 650) may be appropriate to reflect those activities (e.g., TECHNICAL COOPERATION, PROJECT ACTIVITIES, OPERATIONAL ACTIVITIES, CONFERENCES, ADVISORY SERVICES, TRAINING PROGRAMMES, PROGRAMMES OF ACTION, REGIONAL PROGRAMMES, COUNTRY PROGRAMMES, INTER-AGENCY COOPERATION, etc.) along with the topical subject term(s) covering the subject area(s) of the work programme.

Example: Secondary subject terms added for specific activities undertaken to implement work programme in overall area of water policy in an environmental context

191 $a UNEP/GCSS.IX/INF/10
245 1 0 $a Progress report on activities to implement the water policy and strategy of the United Nations Environment Programme : $b note / $c by the Executive Director
610 2 7 $a UNEP $g Work programme (2005-2007)
610 2 7 $a UNEP Regional Seas Programme
650 1 7 $a WATER POLICY
650 1 7 $a WATER MANAGEMENT
650 1 7 $a WATER RESOURCES
650 1 7 $a ENVIRONMENTAL MONITORING
650 1 7 $a ENVIRONMENTAL PROTECTION
650 1 7 $a PROGRAMME IMPLEMENTATION
650 2 7 $a PROJECT ACTIVITIES
650 2 7 $a WATER QUALITY
650 2 7 $a GROUNDWATER
650 2 7 $a MARINE ECOSYSTEMS
650 2 7 $a COASTAL ZONE MANAGEMENT
650 2 7 $a ENVIRONMENTAL IMPACT ASSESSMENT
650 2 7 $a DISASTER RELIEF
650 2 7 $a SUSTAINABLE DEVELOPMENT
650 2 7 $a MARINE ENVIRONMENT
650 2 7 $a PROGRAMMES OF ACTION
650 2 7 $a REGIONAL PROGRAMMES
650 2 7 $a CORAL REEFS
650 2 7 $a FRESHWATER
650 2 7 $a CAPACITY BUILDING
650 2 7 $a ENVIRONMENTALLY SOUND TECHNOLOGY
650 2 7 $a INTER-AGENCY COOPERATION
650 2 7 $a PARTNERSHIP

The subject term PROGRAMME PRIORITIES is appropriate for a document discussing, identifying or listing priority items in a work plan.
The subject terms PROGRAMME IMPLEMENTATION and PROGRAMME EVALUATION are appropriate for discussions of the implementation, evaluation, assessment or review of work programmes. The term PROGRAMME PLANNING may be used for documents concerning planning of work programmes. The term PROGRAMME BUDGETING may be used for discussions of budgeting of work programmes; MEDIUM-TERM PLANNING is a related term that concerns the UN budgetary process (See also United Nations budgets).
A closely related coordinating term is Programme management.

Example 1: Document on implementation, review and evaluation of a work programme

191 $a [E/]ECE/HBP/2006/2/Add.1
245 1 0 $a Implementation of the Human Settlements Subprogramme, 2004-2005 : $b review and evaluation
500 $a “Annex : References to legislative review and external and internal evaluation” : p. 5-6.
610 2 7 $a UN. ECE. Committee on Human Settlements $g Work programme (2004-2005)
610 2 7 $a UN. ECE. Committee on Human Settlements $g Activities (2004-2005)
650 1 7 $a HUMAN SETTLEMENTS MANAGEMENT
650 1 7 $a HOUSING POLICY
650 1 7 $a HOUSING MANAGEMENT
650 1 7 $a LAND ADMINISTRATION
650 1 7 $a PROGRAMME EVALUTION
650 1 7 $a PROGRAMME IMPLEMENTATION

Example 2: Document on planning a work programme

191 $a A/CN.4/L.704
245 1 0 $a Report of the Planning Group : $b International Law Commission, 58th session
610 2 7 $a UN. International Law Commission $g Work programme
610 2 7 $a UN. International Law Commission. (58th sess. : 2006 : Geneva). Planning Group
610 2 7 $a UN. International Law Commission. Working Group on the Long-term Programme of Work
650 1 7 $a INTERNATIONAL LAW
650 1 7 $a INTERNATIONAL LAW CODIFICATION
650 1 7 $a PROGRAMME PLANNING

Example 3: Document concerning the UN biennial programme plan

191 $a A/61/6/Rev.1
245 1 0 $a Biennial programme plan and priorities for the period 2008-2009
610 2 7 $a UN $g Medium-term plan (2008-2009)
610 2 7 $a UN $g Programme management
650 1 7 $a PROGRAMME PLANNING
650 1 7 $a PROGRAMME PRIORITIES
650 1 7 $a MEDIUM-TERM PLANNING

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Last updated: 4 January 2010