Memory of the World Programme
Memory of the World Programme
3.1.1 The Memory of the World Programme has ambitious
objectives which, if they are to be achieved, require a simple
but effective management structure. The Programme has a three-tier
management structure comprising:
(a) International Advisory Committee;
(b) Regional and National Memory of the World Committees;
and
(c) Secretariat.
3.1.2 The roles, establishment, membership and operations
of these committees and the Secretariat are detailed in this section.
3.1.3 In addition, any of these committees or the
Secretariat may establish sub-committees to assist the work of
the Programme.
3.2 INTERNATIONAL ADVISORY COMMITTEE
3.2.1 Role: The International Advisory Committee
has responsibility for monitoring the Programme as a whole, for
guiding the planning and implementation of it, and for making
recommendations to the Director-General of UNESCO concerning any
aspect of the Programme. In particular it will advise regularly
on:
selection of documentary heritage for the Memory
of the World Register;
allocation of funds to proposed projects;
approval of selected non-UNESCO funded projects
as "Memory of the World" projects;
fund-raising;
removal of entries from the Register; and
modifications to the "General Guidelines
to Safeguard Documentary Heritage".
3.2.2 Membership: The International Advisory
Committee shall have between 10 and 15 members and a limited number
of observers. Only one member may be appointed from any country
and the membership shall include representation from all regions
of the world. Members will be appointed by the Director-General
of UNESCO in their personal capacity. Members will be chosen on
the basis of their knowledge of the field and on their ability
to contribute to the achievement of the Programme's objectives.
3.2.3 Relevant NGOs such as IFLA, ICA, FIAT/IFTA,
FIAF, IAML and IASA should be involved in the work of the International
Advisory Committee, its Sub-Committees and Working Groups.
3.2.4 The Chair of the Inter-Governmental Council
of the UNESCO General Information Programme (PGI) and Chairs of
Sub-Committees of the International Advisory Committee will be
ex-officio members of the International Advisory Committee.
3.2.5 Term of Office: Appointments by the
Director-General are for a four year tenure with an option for
a second term. To ensure continuous innovation and, at the same
time, continuity in the work of the International Advisory Committee,
half of the first committee will be appointed for an initial term
of two years and the other half for four years. Thereafter all
appointments will be for four years.
3.2.6 Operation: The International Advisory
Committee will operate according to its statutes drawn in conformity
with Articles 47 - 55 (Category V. Advisory Committees) of the
Regulations for the general classification of the various categories
of meetings convened by UNESCO.
3.2.7 Sub-Committees: The International Advisory
Committee may establish sub-committees to assist the work of the
Programme. The nature and operation of these committees are to
be defined by the International Advisory Committee, in consultation
with the Secretariat.
3.3.1 Role: The Secretariat of the Memory
of the World Programme will be a responsibility of the Division
of the General Information Programme (PGI). It is responsible
for the administration of the Programme. Detailed aspects of this
role include:
(a) provision of secretariat services to the International
Advisory Committee;
(b) establishment and maintenance of the Memory
of the World Register, including documentation relating to standards,
nominations and registrations;
(c) administration of Programme activities;
(d) administration of the Memory of the World Fund;
(e) detailed monitoring of the Programme;
(f) other activities related to the Programme's
objectives as directed by the International Advisory Committee;
and
(g) administration of sub-committees.
3.3.2 Reporting: The Secretariat will provide
regular reports to the International Advisory Committee and the
Director-General of UNESCO.
3.4 INTERNATIONAL MEMORY OF THE WORLD FUND
3.4.1 Purpose: The international Memory of
the World Fund is to provide the International Advisory Committee
with the ability to seek, manage and distribute funds to contribute
to achieving the objectives of the Programme.
3.4.2 Establishment: The international Memory
of the World Fund is a separate fund in accordance with UNESCO's
financial regulations.
3.4.3 Contributions to the Fund: Contributions
to the international Fund may be made by any person or organization.
UNESCO may or may not accept any contribution which is offered.
3.4.4 Expenditure from the Fund: The International
Advisory Committee will advise on expenditure from the Fund. All
expenditure must contribute to achieving the objectives of the
Programme. The International Advisory Committee will develop detailed
criteria for assessing proposals for funding.
3.5 REGIONAL AND NATIONAL MEMORY OF THE WORLD
COMMITTEES
3.5.1 Role: The Memory of the World Programme
will achieve its objectives by encouraging projects and activities
at all levels, international, regional and national. An important
part of the Programme is the formation of partnerships between
international, regional and national levels of governments and
the private sector. Regional and National Memory of the World
Committees are the key to this strategy.
3.5.2 Regional and National Memory of the World Committees
have detailed responsibility for projects and activities undertaken
as part of the Programme. Detailed aspects of this role include:
(a) identification and nomination to the International
Advisory Committee of documentary heritage for the Memory of the
World Register;
(b) identification and substantiation to the International
Advisory Committee of proposals to remove entries from the Register;
(c) to assist with (a) and (b), development of Memory
of the World Registers at the regional and national level, in
close co-operation with governmental and non-governmental organizations;
(d) general management and coordination of projects
and activities at the regional or national level to contribute
to achieving the objectives of the Programme;
(e) general management of funds raised for regional
or national projects and activities including the allocation of
funds; and
(f) detailed monitoring of regional or national
projects and activities undertaken as part of the Programme.
3.5.3 Regional Committees will bring together people
from two or more countries with an interest in projects and activities
which are relevant to more than one country and/or a desire to
work in cooperation to pursue Memory of the World objectives.
Regional Committees may be geographically based or may draw together
people from widely dispersed countries which, nevertheless, share
an interest in specific documentary heritage.
3.5.4 Establishment: Regional and National
Committees may be initiated by the International Advisory Committee
or by the regions or nations themselves and will be established
by the countries and regions concerned.
3.5.5 Depending on a range of factors, countries
may: form only National Committees; not form a National Committee
but participate in a Regional Committee; form a National Committee
and participate in a Regional Committee.
3.5.6 Membership: Membership of Regional and
National Committees will be determined according to the particular
circumstances of the work of each Committee. However, in general,
membership of Committees should take into account likely, proposed
or existing projects and activities, together with:
(a) the geographic distribution of such projects
and activities;
(b) the knowledge, expertise or skills relevant
to the nature of such projects and activities; and
(c) the cultural groups whose documentary heritage
may be or is the subject of projects and activities.
3.5.7 Rules of Procedure: Regional and National
Committees will adopt such rules of procedure as are consistent
with the objectives of the Programme, the General Guidelines for
the Programme, and regional or national requirements.
3.5.8 All Regional and National Committees will provide
a copy of their rules of procedure to the Secretariat, including
any amended rules of procedure.
3.5.9 Reporting: Regional
and National Committees will provide a formal report to the International
Advisory Committee on the regional or national Programme in advance
of each UNESCO General Conference. This will enable the International
Committee to provide a comprehensive overview report to the General
Conference. Reports will address activities undertaken as part
of the Programme to contribute to achieving the Programme's objectives.3.5.10
A copy of the minutes of all meetings of Regional and National
Committees will be provided to the International Secretariat.
3.6 PROJECT AND ACTIVITY MANAGEMENT
3.6.1 Management by Committees: Specific projects
and activities undertaken as part of the Programme may be directly
managed by either the Secretariat, regional or national institutions.
However in general, it is expected that Regional and National
Committees, where they exist, will directly manage projects and
activities.
3.6.2 Contractual Arrangements: Relations
between the Programme, the owners and custodians of documentary
heritage, and commercial organizations shall be governed by appropriate
contractual arrangements. Copies of contracts negotiated and signed
by Regional and National Committees should be sent to the Secretariat.
3.7.1 Transitional Arrangements: The Memory of the World programme was initiated before these General Guidelines had been produced. To incorporate existing projects into the Programme governed by these
