Records containing sensitive personal information are classified strictly confidential because of privacy restrictions. Both the content and context of the personal information must be considered by the archivist when screening records to determine whether to classify a document as strictly confidential.
Folders that consist predominantly (more than 50%) of the following three types of records should be classified strictly confidential:
• Human resources/personnel
• Criminal records (records pertaining to the detention/capture of UN staff for political reasons are NOT inherently sensitive records)
All folders (except strictly confidential folders) are to be screened at the item level. When screening folders for sensitive personal material, the context in which a record is found influences its classification. For example, documents with passport numbers that appear in an unclassified, UN-prepared trip dossier do not need to removed from the dossier and classified strictly confidential. However, a folder of travel authorizations for troops traveling on leave containing visa and passport numbers would be classified strictly confidential. Similarly, a situation report that merely states “Peter Smith broke his leg on Friday” would not need to be classified strictly confidential, but a situation report with copies of Smith’s medical records attached would.
Documents containing sensitive/personal information about internally displaced persons (IDPs) and refugees are strictly confidential. The exception is records documenting the movement of IDPs and refugees, or that only provide information about their location, which are unclassified.
It is understood that the classification decisions made by processing archivists cannot be definitive, as classification is subject to change during re-screening by UN staff before the public is given access to the records.
All strictly confidential or confidential items should be placed in separate subfolders at the front of the file. All items marked strictly confidential or confidential, as well as all sensitive/personal items identified as strictly confidential, will be counted. A stapled group of documents is counted as one item regardless of the number of strictly confidential, sensitive/personal, or confidential items contained within the stapled group of documents.
This screening method will be specified in the series descriptions.
Markings classified strictly confidential:
• Strictly confidential
• Code cable – Only / No distribution
• Cryptofax – Only / No distribution
Markings classified confidential:
• Code cable
• Personal (If documents marked Personal are sensitive in nature, they should be classified strictly confidential.)
According to the above guidelines, these types of sensitive/personal documents are to be considered strictly confidential:
• Curriculum vitae
• Personnel records
o Job applications
o UN Personal History forms
o Letters of recommendation
o Medical records (immunizations, correspondence regarding employee’s absence due to illness, notes/letters signed by doctors)
o Performance evaluation reports
o Report of Dependence Benefits
o Skills questionnaires
o Monthly Attendance sheets
• Medical records of UN staff as well as non-UN staff
• Records of criminal proceedings (unless the information about the crime is public)
• Records describing criminal offenses of UN staff and non-UN staff that include names, dates and locations (unless the information about the crime is public)
• Photocopies of passports
• Photocopies of Laissez-Passer documents
• Settlement of death cases and other legal cases (money awarded to people submitting claims to UN insurer)
• Visa applications
• Autopsy reports
• Documents pertaining to incidents and police investigations (traffic accidents, property damage, assault, kidnapping, homicide, rape)
o Official reports
o Related correspondence
o Transcripts of interviews
o Hand drawn sketches that provide information about the incident
o Photographs of the scene of the incident
o Photographs of the individuals involved and deceased victims