Documents Control Unit
The Documents Control Unit faces downstream and interacts closely with all document processing units within the Department, including staff involved in editing, referencing, translation, text processing, contractual translation, reproduction, and distribution, to ensure that documents are issued on time and simultaneously in all official languages. It receives manuscripts for the sessions of intergovernmental bodies meeting at Headquarters and also for overseas meetings of bodies headquartered in New York; it schedules the steps in their processing and monitors them continuously as they pass through the processing units. The Unit is on call 24 hours a day, seven days a week, and is ready to act should any emergency arise.
In order to facilitate that work, an electronic document tracking and monitoring programme called eDOC was created, which allows the Unit to track and manage the progress of each manuscript through all links of the chain from submission to issuance as an official document. A red flag will be raised when a manuscript becomes delayed at any stage of work.
In addition to its principal task of scheduling and monitoring documentation, the Unit is responsible for the following:
- Verifying that all manuscripts are complete and have been prepared according to editorial standards as regards pagination, font and spacing;
- Verifying and entering documentation-related metadata into DIMO to ensure that the statistics generated by the Documents Planning Unit are complete and accurate;
- Negotiating dates of issuance of documents that are submitted during the session of an intergovernmental body, for example draft resolutions, and that always require a very quick turn-around time;
- Maintaining the registry of verbatim records (see under Verbatim Reporting Service in Meetings and Publishing Division) and coordinating the processing and issuance of Summary Records of meetings;
- Coordinating with the Office of Information and Communications Technology (OICT) to ensure that documents are released correctly on the electronic Official Document System (ODS);
- Maintaining liaison with the Text-Processing Units to troubleshoot ODS issues such as creation of indexes, modification of metadata, application of embargo dates and release of documents;
- Generating statistical data for analysis and tabulating statistics on meeting records, translation, text processing, reproduction and distribution;
- Creating the daily list of documents that appears in the Journal of the United Nations;
- Supporting and managing the document processing chain for overseas conferences, meetings and field missions;
- Developing eDOC system requirements and maintaining liaison with OICT to implement the proposed modifications.
Performing eDOC user administration to ensure that user accounts are correctly configured and that users are trained to utilize the system efficiently.
Last Update: 31 January 2012 / Ruth RAMIREZ