Documentation: basic information

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What are the different categories of documents of the Executive Board?

They are:

  • documents of the main series
  • information documents
  • private documents (yellow paper)
  • draft decisions (pink paper)
  • decisions
  • summary records.

All documents are posted in the official languages of the Organization as soon as the respective language versions become available. The document code is usually on the top right of the first page.

Standard abbreviations are used in the document’s code to denote certain shared attributes for common structure or a specific type of data content:

  • Number for the session, the abbreviation EX and the serial number of the document
  • The reference code EX/Decisions
  • Reference code EX/INF are published in English and French only
    Information documents intended for subsidiary bodies (EX/PX/INF)
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What are the abbreviations of documents?

Standard abbreviations are used in the document code to denote certain shared attributes, e.g. a common structure or a specific type of data content.

  • 169/EX...: The number of the session of the Executive Board
  • .../EX/... : Board document
  • .../EX/1, 2, etc: Documents in the main series of documents of the Board
  • .../EX/1: Agenda of the Board
  • .../EX/PX/... : Agenda or timetable of the Programme and External Relations Commission
  • .../EX/FA/... : Agenda or timetable of the Financial and Administrative Commission
  • .../EX/CR/... : Documents of the Committee on Conventions and Recommendations
  • .../EX/SP/... : Agenda of the Special Committee
  • .../EX/ONG/... : Agenda of the Committee on International Non-Governmental Organizations
  • .../EX/INF.1, 2, etc. : Information documents of the Board
  • .../EX/INF.1 : Timetable of the Board
  • .../EX/PLEN/DR... : Draft Decisions submitted in plenary meetings of the Board
  • .../EX/PX/DR... : Draft Decisions submitted in PX Commission
  • .../EX/FA/DR... : Draft Decisions submitted in FA Commission
  • .../EX/PX/FA/DR... : Draft Decisions submitted in PX and FA Commissions
  • .../EX/CR/DR... : Draft Decisions submitted in CR Committee
  • .../EX/SP/DR... : Draft Decisions submitted in SP Committee
  • .../EX/PRIV : Private documents of the Board
  • .../EX/Decisions : Decisions of the Board
  • .../EX/SR : Summary Records of the Board
  • .../EX/PRIV/SR : Summary records of the private sessions of the Board

General Conference documents used at the Board:

  • ...C/3 : Report of the Director-General on the activities of the Organization in the previous biennium to the General Conference
  • ...C/4 : Medium-term Strategy (six-year period)
  • ...C/5 : Programme and Budget for the biennium
  • ...C/6 : Recommendations by the Board on the Draft Programme and Budget
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When are the documents of the Executive Board distributed?

At least 30 days before the opening of the session of the Board, the following documents shall be distributed to members of the Board:

  • documents relating to items on the provisional agenda of each session
  • the proposed programme and budget to be submitted to the General Conference in its working languages (submitted for the Board’s consideration at the session before the General Conference)
    (Ex. Board, Rules of Proc., rule 22)

Unless the Board decides otherwise, it shall not discuss any items, except the reports of commissions and committees, until at least 48 hours after the distribution of the relevant documents in its working languages to Members present (Ex. Board, Rules of Proc., rule 22.3)

One month following the session, decisions adopted by the Board are issued in the six working languages (Ex. Board, Rules of Proc., rule 24)

The Director General communicates all documents and final summary records of public meetings of the Board, and the text of the decisions adopted at each session, to Member States, National Commissions, the United Nations and the Specialized Agencies immediately on publication. (Ex. Board, Rules of Proc., rule 26)

 

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How many copies does the representative to the Board receive from the Secretariat of the Executive Board?

Every representative to the EXB receives one copy from the EXB’s Secretariat. When the representative lives outside Paris, the respective Delegation of that Member State also receives one copy from the EXB’s Secretariat.

It should be noted that additional copies of Board documents are distributed to Member States, including delegations and National Commissions, by UNESCO’s documentation distribution service.

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Where are documents located?

All public documents of the Executive Boardcan be found:

  • on the Executive Board website
  • UNESDOC@lerts (UNESCO documents and publications subscriptions)
  • in Office D.060 (for the documents of the latest session)
  • on the CD-Rom distributed to members of the Executive Board.

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