- 1947 - 2008 (Creation)
Level of description
Extent and medium
Name of creator
The operations function of the World Bank has, in one form or another, been organized according to geographic region throughout the Bank's history. While the units responsible for World Bank lending and technical assistance have changed frequently in name and status since the Bank began operations in 1946, the East Asia and Pacific Region has been remained relatively constant. The exception has been the Region's periodic combination with South Asian countries to form a single Asia Region. Generally speaking, the East Asia and Pacific Region has consisted of countries east and south of China and Myanmar, inclusive. (Note that Myanmar was located in the South Asian Region until 1987).
1946 - 1952
Upon the Bank's opening in 1946, operational lending was executed out of the Loan Department (LOD). The LOD was responsible for developing loan operation policy, receiving and investigating loan inquiries, presenting loan inquiries to Bank management for consideration, and negotiating loans. The organizational structure of LOD fluctuated over its seven year history but was, for the majority of the time, organized geographically. The Bank's focus in these early years was on post-World War II reconstruction - particularly in Europe - and this is reflected by the initial divisional organization of the LOD. Of the seven original divisions, four dealt with Europe and two with the Western Hemisphere. One division was responsible for the two continents of Asia and Africa: the Asiatic-African Division.
In 1948, the seven divisions were briefly consolidated into two (the European and United Kingdom Division and the Latin American, Asiatic and African Division). Then, in November of 1948, divisions were abolished altogether, as loans were assigned to loan officers on an ad hoc basis. In 1950, LOD was again divided into three geographical areas, of which the Asia and the Middle East Division was one.
Parallel to the LOD was the Economic Department (ECD) which conducted sector analysis and research work. Between 1946 and 1952,the ECD was responsible for both functional and geographic analyses, i.e. general economic studies and country specific studies. Its workECD supported the LOD and its loan administration and advised member countries on their economic and sector development plans. The ECD also liaised with international organizations on economic research and provided staff for Bank missions. Like the LOD, the organization of the ECD reflected the Bank's focus on post-war Europe. The Department initially consisted of three area divisions (East Asia and Pacific being located in its "Development Areas Division") and an Economic Technology Division responsible for specialized sector studies. In August 1948 a new organizational structure featuring two area divisions was installed. Area Division I was responsible for Europe and Area Division II was divided into four sections of which Asia was one. In March 1950 another reorganization divided the Department into an advisory staff and an area staff, the latter consisting of three divisions of which Asia was one.
While much of the Bank's initial attention was focused on post-war countries in Western Europe and the developing nations of South America, the Bank did begin looking toward East Asia almost as soon as it began operations. Bank representatives visited the Philippines in 1947 and then the Philippines, again , as well as Thailand in 1949 again in 1949 when the mission was paired with a visit to Thailand . The first funding to the region was Loan 0029 to Australia in 1950 (Agriculture, Industry, Transport, and Mining - P037342). Thailand's first loan (Irrigation project - P004650) followed in 1950. The Bank's first mission to Japan took place in October of 1952 and its first loan to the country (Kansai Power Project - P037421) was provided the following year.
1952 - 1972
A sizable reorganization that took effect in September of 1952 created an operational structure that would endure for the next twenty years. LOD staff were combined with the country-related staff from the ECD to form three distinct geographical Area Departments: Western Hemisphere (WHM); Europe, Africa and Australasia (EAA); and Asia and Middle East (AME). AME contained four divisions, with the Far East countries making up Division IV. These units were primarily responsible for World Bank-member country relations. Functions included: loan policy and plan development; country development program appraisal and review; preparation of proposed loans; and country economic monitoring.
AME had two Department Directors between 1952 and 1957: Joseph Rucinski (22 September 1952 - 10 February 1953 and 11 May 1955 - 1 April 1957); and Francois Didier-Griegh (10 February 1953 - 11 May 1955).
As part of the 1952 reorganization, the sector-oriented staff of the former ECD formed the Technical Operations Department (TOD) in the new Area Departments and was placed in charge of project appraisal and supervision. Specifically, the TOD was responsible for: the appraisal of proposed projects; advising Area Departments on proposed projects and assisting in negotiations; supervising approved projects and assisting borrowers in procurement efforts; and monitoring and reporting on member countries' sector economies.
In 1957 a reorganization of AME created an autonomous East Asia unit for the first time. Growing membership and operational responsibility in the Middle East and Asia was the main reason for the division of AME into two new and separate departments: the Department of Operations - South Asia and Middle East (SME) and the Department of Operations - Far East (FEA). Note that during this period Ceylon (Sri Lanka) and Burma were located in FEA. Martin M. Rosen was named FEA Department Director in 1957 and was succeeded by I. P. M. Cargill in 1961.
In 1966, following a small departmental name change theprevious year (from the Department of Operations - Far East to the Far East Department), the FEA was merged with the South Asia Department (SAS) to form a single Asian operational unit: Asia Department (ASI). There was no change in functions or reporting responsibilities. FEA's former Director, I. P. M. Cargill, was named ASI Department Director.
This reorganization of the regional operations units did not last long. In October 1968, due to the increased volume of lending operations anticipated over the next several years, the World Bank executed a major reorganization of its regional departments. One of the results was that ASI was again divided into two separate departments: South Asia Department (SAS) and East Asia and Pacific Department (EAP). Raymond J. Goodman was named Director of EAP while Cargill moved to SAS as Director.
1972 - 1987
While projects funded by the World Bank in the East Asia and Pacific Region from the Bank's inception through the 1960s focused primarily on infrastructure projects like transportation and energy, in the 1970s a shift towards agriculture, rural development and the social sectors occurred. This shift mirrored a more general trend in the Bank and, generally, in development dialogue at the time.
As part of a massive 1972 reorganization, the geographical organization of the Regional units was again altered. The seven departments that made up the Area Departments were elevated to five Regional Vice Presidencies (RVP). As a result, SAS and EAP were again combined to form a single Regional Vice Presidency: the Asia Vice Presidency (ASN). The RVPs reported to the new Senior Vice President, Operations (SVPOP).
A more significant aspect of the 1972 reorganization, however, was the integration of the former Projects Division with the new RVPs. The period between 1952 and 1972 had been characterized by frequent reorganizations of the geographically-based area units responsible for country liaison and loan policy and negotiation. However, the division of responsibility between these units and the TOD (renamed the Projects Division [PRJ] in 1965) was maintained. But in 1972, in an attempt to more effectively fuse country knowledge and sectoral skills, the reorganization removed most of the Bank's operational project work from the Projects Departments to the five new Regional Vice Presidencies. Each Region's Projects Department staff was organized into sector-oriented departments and were known as Central Projects Staff. Thus, rather than one Projects Department that supported projects in countries on an ad hoc basis, each RVP would maintain its own projects staff. Each RVP was, in turn, given "line authority" to analyze, decide and act on country development operations. Each RVP was responsible for planning and executing IBRD/IDA development assistance programs subject to the overall framework of Bank policies, priorities and operating procedures. The RVPs created regional plans and budgets, ensured the effective implementation of approved plans, created country economic and sector reports, and developed and implemented loan, credit, technical assistance, and other forms of development projects. The RVPs were also responsible for maintaining sound relations with governments of assigned countries and with aid organizations and donors involved in those countries.
Upon the completion of the 1972 reorganization, ASN was divided into two Country Program Departments in addition to the new Projects Department. The countries overseen by the former EAP constituted Country Program Department 1.The Country Program Departments were staffed by country economists and loan officers whose primary responsibilities were: conducting area reviews of Bank activities and countries' economic and political developments; formulating country lending and economic and sector work programs and implementing country programs; and reviewing loan applications, negotiating loans, and administering loans.
The Projects Department provided technical assistance and advice to members and borrowers on sectoral issues, priorities, and project development from identification through operation. The Projects Department, consisting of economists, financial analysts, and sector specialists, was specifically responsible for: creating sector policies; assisting countries with the identification and preparation of projects; appraising potential projects and assisting the Country Program Departments in loan negotiation and credit agreements; and helping borrowers manage consultants and procurement. ASN's Project Department was initially divided into five sector-based units: Agriculture; Development Finance Companies; Education; Public Utilities; and Transportation.
Note that not all operational responsibility was transferred from the former PRJ to the RVPs. Staff in sectors too small to decentralize to the various regions continued to provide a complete "operational package" of technical services to the regions. These units, such as Population and Nutrition and Urban Projects, were known as Central Operating Projects Departments and were located in the newly formed Vice President, Central Projects (CPSVP) which, like the RVPs, reported to the SVPOP. In addition, those former PRJ units which had their operational functions dispersed to the RVPs still maintained a core staff in the CPSVP with responsibility for policy and advisory work only.
I. P. M. Cargill served as the Regional Vice President of ASN from 1 October 1972 to 30 June 1974. In 1974, the Asia Vice Presidency was again divided into separate Vice Presidencies: the South Asia Vice Presidency (ASN) and the East Asia and Pacific Vice Presidency (AEN). Bernard Bell was named Regional Vice President of AEN; he was succeed by S. Shahid Husain in 1977 and Attila Karaosmanoglu in 1983.
1987 - 1997
While the make-up of the Country Program Departments and Projects Department changed between 1972 and 1987 (most notably with a considerable increase in the number of Projects Department sector divisions), the organization and functions of the RVPs was consistent until 1987. In July of 1987, however, a Bank-wide reorganization under President Barber Conable altered the structures of the RVPs considerably. The changes were brought on by a desire to strengthen the Bank's country focus by making the Country Department the basic program and budget unit.
The new Country Departments that replaced the Country Program Departments combined the macro-economic work of the former Country Program Departments and the sector work of the former Regional Projects Department. Each Country Department would consist of a Country Operations Division (COD) as well as multiple Sectoral Operations Divisions (SOD) made up of staff from the former Regional Projects Departments. The COD was composed of lead, country and specialized economists as well as Country Officers and was responsible for: liaising with state governments and developing knowledge of issues in the country; preparing and supervising the country's aid strategy; and providing full responsibility for certain country-wide operations such as Structural Adjustment Loans and country economic work. SODs were responsible for overall sectoral strategy and for planning, programming and implementing development activities for the countries in their respective sectoral specialties; this would include the provision of full lending project management as well as lending and sector evaluation work.
Not all staff was moved from each Region's Project Department into the Country Departments' SODs. Those remaining formed a new Regional Technical Department within each RVP. It was responsible for higher level knowledge collection, assessment, and dissemination. The Technical Department, which was organized into sector-focused divisions, was to stimulate innovation in operational work and undertake strategic thinking by providing advice, operational support, regional studies, staff training and the dissemination of materials to Bank staff, donors, and other institutions outside the Bank. The Department would continue to offer operational help in the form of task management, task support, and advice. They would also work closely with Policy, Planning and Research (PPR) staff in conducting regional studies and reviews and advising on sector policy and research priorities.
A subsequent reorganization in 1993 strengthened the Country Departments' SODs through unit reorganization and a transfer of staff from the Regional Technical Departments to the SODs. The Technical Departments were greatly reduced in size and were restructured to reflect the emphasis on sectoral and thematic responsibilities of the SODs. The Technical Departments operational support function was consequently reduced.
During the 1987 reorganization the number of RVPs was decreased from six to four. This involved the merger of ASN and AEN in the formation of a single Asia Regional Office (ASI). Attila Karaosmanoglu was named Regional Vice President of ASI. ASI initially contained five Country Departments and a single Technical Department.
This internal organization was maintained through 1991 when the four regional Vice Presidencies were again expanded to six and ASI was divided into two separate Vice Presidencies: East Asia and Pacific Vice Presidency (EAP) and South Asia Vice Presidency (SAS). However, the two new reformed Vice Presidencies continued to share a single Technical Department (AST) until 1997. Gautam S. Kaji was named EAP Vice President. He was succeeded by Russell J. Cheetham in December of 1994.
Note that when ASI was arranged into five Country Departments between 1987 and 1991, Country Department 1 contained those countries that had typically been located in the various incarnations of the South Asia Region. The lone exception was Myanmar, which was placed in Country Department 2 with other EAP countries. Subsequently, when ASI was divided into SAS and EAP in 1991, Myanmar was officially removed from SAS and has since been located in EAP ever since.
1997 - 2014
A 1996-1997 reorganization modified the changes made in 1987 and 1993. The RVP continued to be responsible for all aspects of countrydevelopment assistance for its member countries, including: country assistance strategy; lending operations; technical assistance operations; and economic and sector work. However, the primary objective of the reorganization was to deepen the country focus and responsiveness to client needs. This was accomplished in a number of ways. The most striking changes concerned the new Country Management Units (CMUs) which replaced the former Country Departments. The CMUs were smaller than their predecessor (that is, each was responsible for a smaller number of countries) while their number correspondingly increased. In the East Asia and Pacific Region, the number of CMUs rose from two in 1996 to eight in 1998.
In addition, there was an increasing decentralization of CMU staff and country directors from Bank headquarters in Washington to locations within client countries. At the same time, an increase in authority with regard to strategy and budget was given to the country directors. The CMUs continued to be responsible for overall preparation and supervision of the country's assistance strategy, full lending project management, and evaluation of lending and sector work.
During the reorganization, the former Technical Departments were changed into Sector or Technical Families. The role of the Technical Families, which consisted of sector and project economists and selected specialist staff, was to formulate knowledge on technical subjects and best practice and to suggest innovation through research and development. ATechnical Families group was placed alongside a number of CMUs within each Regional Vice Presidency.
Jean-Michel Severino was named Regional Vice President of EAP in 1997. Jean-ud-din Kassum replaced Severino in 2000. Kassum was briefly replaced by Jeffrey Gutman, who served as acting Vice President between December 2005 and September 2006. He was succeeded by James W. Adams, who served in the position until January 2012. Pamela Cox briefly served in the position until being replaced by Axel van Trotsenburg in February 2013.
Management of World Bank records was originally undertaken according to a central filing system adopted in 1946. It included records originating from all parts of the Bank, with the exception of the records of the offices of the President, the Secretary, the Treasurer, and the personnel and legal departments. The records were filed in four sections: operational files by region and country; general files on all topics not specific to a region or country; membership, bond, and finance files; and official documents. From this early period, it is the "Operational Files" which are included in this fonds.
In 1972, separate Regional Information Service Centers (RISCs) for the new regional vice presidencies were established under the general control of the Central Files Unit. Within these RISCs the records were maintained in the same basic order as they had been during the 1946-1971 period; that is, the regional general files were handled as one body of records followed by files maintained on each country. Note that between approximately October 1972 and April 1976 and then between July 1987 and the closure of all RISCs in 1998, SAR and the East Asia Region shared a single RISC.
It was the responsibility of the Region and its units to regularly transfer official country and regional operational records to their RISC. In practice, however, regional front offices and the various RVP units did not always do this and would instead maintain their records on their own. By the late 1980s it became apparent that gaps inthe Records Centers' holdings existed. In part to rectify this situation, the Regional units began, in 1992, to send records directly to the Archives rather than to the appropriate filing center. The "official" records of the regional operations were still required to be transferred to information centers until 1998 when all RISCS were terminated.
When the RISCs were discontinued in 1998, all records-keeping responsibilities were turned over to the regional offices. According to the Bank's Administrative Manual Statement 10.11: Management of Records, "Individual units maintain custody of their active records until such time that they are either transferred to the Archives or destroyed in accordance with approved records retention and disposition schedules. The WBG Archives has custody and control over access to records over 20 years old." In practice, this means that records are often transferred to the Archives at a point before they reach 20 years of age and are therefore still technically the property of the originating department even though physically they are in the care of the Archives. While the records are still less than 20 years old the originating department is able to request and use the records they have transferred to the Archives.
Some of the records in the "Country operational records" and "Regional operational records" series were subject to archival processing in the early 1990s that resulted in new series classifications being created and ascribed. Initially, the country files from the period 1946-1971 were intellectually arranged in alphabetical order by name of country and a new series was created for each country. After the termination of the RISCs in 1998, the Archives added the 1972-1998 country files maintained in the RISCs to the files of each country from the period 1946-1971. Those records that had been transferred directly to the archives rather than to the RISCs (as described above) were not included in this exercise. No action was taken on the general regional files (1946-1998) which were thus maintained separately.
Immediate source of acquisition or transfer
Content and structure area
Scope and content
Note that the countries included in the East Asia and Pacific Region fonds fluctuated over the years; countries were moved from one Region to another and Regional Vice Presidencies were merged and separated. The only significant impact this had on the records of this fonds is the exclusion of Burma/Myanmar's operational correspondence previous to 1987. As described in the "Scope and Content" field above, Myanmar was moved into EAP unofficially in 1987 and officially in 1991.
Also note that this fonds has been provisionally arranged into one sub-fonds and twelve series. Sub-headings are used to break the content of this field up according to sub-fonds and series. For a complete list of the provisional series, see field the "System of Arrangement" field below.
Asia operational correspondence (sub-fonds)
The majority of the records in the Asia operational correspondence sub-fonds are the result of a records management decision implemented by the central files classification system and then, after 1972, by the Regional Information Service Centers (RISCs). Two "Operational correspondence - Asia" classes of records were created in which records related to Asian regional lending and programming, economic and sector work, and reference were filed together regardless of unit of origin. Records were thus created by the units of the various Asia and East Asia regional department and Vice Presidency iterations, including: department heads, and, after 1972, Vice Presidents; Country Program Department heads and staff; and Projects/Technical Department heads and staff. Note that records of the Technical Departments (AST) units that were shared by SAR and EAP between 1991 and 1997 are included in these records. See 2.3 for further elaboration.
Records relate to a variety of topics that pertain to operations in the Asian region and to individual countries. These include: Bank missions to Asian countries; potential and ongoing projects; conferences attended by Bank staff; investment promotion; technical assistance in the region; UNDP projects; operations policy; external debt; audits; co-financing; Economic Development Institute (EDI); Project Implementation Review (PIR); and sector research and policy work. Records related to multilateral institutions with which the Bank has a relationship are included. Institutions include: the Asian Development Bank (ADB); Private Investment Corporation of Asia (PICA); Asian Institute of Economic Development; the Colombo Plan; the Mekong Committee; and the South Pacific Commission.
Also included in this sub-fonds are a small number of records created by the Asia Vice Presidency (ASI) during its existence between 1987 and 1991. These records were not transferred to the Asia RISC and were thus not classified according to the RISC classification system. Records include correspondence and reports related to UNDP projects (specifically RAS/86/160 - Water Supply and Sanitation Sector Development) as well as records related to regional Economic and Sector Work (ESW) maintained by the ASI Front Office from 1987 to 1991. Lastly, records of ASI Chief Economist Oktay Yenal are included. The majority of these records are correspondence from Yenal to ASI Vice President Attila Karaosmanoglu in which Yenal provides comments and advice. Note that while Yenal's records cover the entire period of ASI's existence (1987-1991), a small amount also relate to Yenal's time as Chief Economist of EAP from 1984 to 1987; during this time he was also reporting to Karaosmanoglu and the records are similar in character. A file containing Yenal's speeches from between 1989 and 1991 is also included.
Country operational records
The majority of the records in this fonds are country operational records. The records in the "Country operational record" series broadly consist of project records relating to the negotiation and administration of loans and general country records relating to economic and sector study. These records were created by Area Departments (1947-1972), Country Departments (CDs, 1972-1997) and Country Management Units (CMUs, 1997- ) as well as Economic Department (1946-1952), Technical Operations Department (TOD), Projects Department (1965-1972) and Regional project departments (1972 - 1987), technical departments (1987 - 1997), and sector departments (1997 - 2009).
Records related to the Bank's projects overseen by EAP are contained in the "Country operational records" series. These records relate to investment, structural adjustment, and other development projects financed, co-financed, or managed by the Bank. Note that projects funded or co-funded by external bodies such as the United Nations Development Programme (UNDP), national governments, and trust funds but which were executed by the Bank are included.
Records relating to all phrases phases of the World Bank Project Cycle, from conception through negotiation and completion, are found here. Project records contained in this fonds were created by both the unit identified as the designated record keeping unit within the Region and, in smaller number, the Regional units that provided project support. Included are records relating to not only completed projects but also to abandoned projects (i.e. projects that were abandoned in course of preparation or that failed to gain Board approval) and suspended projects (i.e. approved projects, including those partially disbursed, which have been suspended and not resumed). Records related to the discussion and negotiation of projects that were never initiated are also included.
Correspondence files make up the bulk of the project records and relate to the identification, preparation, appraisal, negotiation, approval, supervision, fund disbursement, completion, and review of each individual project. Correspondence is in the form of letters, printed email, memoranda, telexes, and faxes. Accompanying materials most often include aide-memoires, minutes of meetings, Terms of Reference, back-to-office reports, etc. Correspondence is between the Bank and government officials, ambassadors, institutions, contractors, and consultants.
Project records may also include: Project Implementation Index File (PIIF) documents; executive project summary/project concept documents; annual progress reports; supplemental documents; Project Completion Reports (PCRs, also known as Completion Reports); consultant reports; supervision reports; and final versions of mandatory reports. A small amount of project-related newspaper clippings, financial statements, photographs, hand-written notes, maps, engineering plans, and copies of loan agreements and related documents may also be found, as well. External documents received from borrowers, governments, contractors, consultants, etc., including studies, reports, plans, specifications, PIIF documents, etc., are also included.
General country files are also included in the "Country operational records" series. These refer to correspondence, topical and subject files, and other records of the Region's support activities for IBRD/IDA lending programs, other than those maintained for individual loans and credits. Records relate to economic, social, and sector work study and analysis and the development of sector and country programs, policies and strategies. Specifically, these records might relate to: capital markets; indebtedness; investment law; missions to the country; technical assistance; disbursement; government relations; inquiries; local bond issues; co-financing; CConsultative Ggroups; aid groups; country liaison; resident representatives; Country Program Papers (CPP) preparation; and Project Implementation Review (PIR). Records relating to and filed according to the various sectors of investment are also included. In each series, sector files may include but are not limited to: agriculture; education; energy; industrial development and finance; industry; population; health; nutrition; telecommunications; tourism; transportation; urban development; water and sewage; and social development. General country file records take the form of correspondence, memoranda, minutes of meetings, notes for files, back-to-office reports, aide-memoires, briefing papers, and reports. Records relating to other analytical and advisory activities (AAA) and the related collection of data for these activities may also be included. These records may include research material in the form of surveys and spreadsheets and guides created or used for analysis or processing of data.
Country-specific records relating to country program management and aid coordination are also included in the country operational record series. These records were maintained primarily by the Country Department headquarter units and were used to document Bank Group assistance planning and strategy for each country. Records may pertain to the creation of Bank reports such as: the Country Assistance Strategy (CAS); Country Briefs; Country Strategy Papers; Country Economic Memoranda; Medium Term Framework Papers; and policy statements. These records take the form of: agendas; briefings and reports of country team meetings; final versions of reports; external reports; meeting summaries and notes; and background materials used in the preparation of reports. Briefing papers prepared for Annual Meetings and other reports to management may also be included. Materials generated from aid coordination activities not specific to projects, such as co-financing arrangements, donor meetings, Consultative Group meetings, and Country Team meetings, may also be included.
Also included are informational records related to each country and to development issues specific to that country. Much of the topics covered in these records are focused on various development sectors. These records primarily contain externally created reference material, although a small amount of internally generated material (such as speeches and addresses and material related to internally sponsored conferences and seminars) may also be included. Reference materials may include: lists of government officials; information on external consultants; newspaper clippings related to country matters; pressreleases related to Bank and country activities; correspondence with government officials and/or ministries; and documents related to the operations of field offices in the country. Also included, in small amounts, are books, journals, magazines, articles, extracts, directories, manuals, handbooks, guides, and dissertations originating from elsewhere in the Bank Group or of external origin. Topics include common development sectors (agriculture, transportation, education, etc.) as well as: resettlement; indigenous peoples; participation; Global Environment Facility (GEF); World Bank operation policies; country politics, legislation, and economic situation; and natural resource management.
Regional operational records
Operational records related to the East Asia and Pacific Region are also included in this fonds. Included are the project records of projects that span more than a single country, such as the founding of new regional banks, the establishment of a common market, tourism projects, and the creation of regional infrastructure, such as roads, ports, electric power generation and telecommunications. The types of project-related records are similar to those described in the "Country operational records" series section above. Also included are general records related to economic, social and sector work study and analysis and the development of sector and regional programs, policies and strategies. In terms of topic and form, these records are similar to the general records of the country operational series described above; this includes records related to sector study and development, and analytical and advisory activities (AAA). However, records relate to either the region as a whole or to multi-country areas of the region. Also included are records relating to external institutions that work together with the Bank through research, co-financing, and other endeavors. These include: the Asian Forum of Parliamentarians on Population and Development; the Asian Development Bank; the Private Investment Corporation of Asia; the Mekong Committee; Asian-Pacific Telecommunity (APT); Association of Development Financing Institutions in Asia and the Pacific; Asian Institute of Technology (AIT); Food and Agriculture Organization (FAO); International Labor Organization (ILO); United Nations (UN) and its various funds and programmes; and the World Health Organization (WHO).
Departmental reference materials and subject files
Non-country specific reference materials and subject files maintained by regional departments including both country departments and sector units are included in this fonds. Topics include the various development sectors as well as Bank operational topics such as: policy development; project identification; loan project procurement; consultants; exports; macroeconomic stability and growth; and private sector assessment. Reference materials may originate from elsewhere within the Bank or external to the Bank and may include: books; journals; magazines; newspaper clippings; articles; extracts, directories; manuals; handbooks; guides; Bank reports; dissertations. Subject files related to sector related associations are also included. These records may include: reports published or disseminated by associations; correspondence between the Bank and associations; meeting related records; and coordination records.
Department directors' chronological files and project records (reference)
Chronological files created and maintained by EAP Department directors are included in this fonds. These may include incoming and outgoing correspondence, copies of reports, and copies of other records created or received within the unit. Project file reference copies maintained by the CD, CMU, or Sector Family directors' front office staff are also included in this fonds. These include project-related records circulated from project managers to the departments for information, monitoring, review, or input. These records are arranged by project and then, in most cases, by project cycle component or phase.
Business plan and budget management records
Fonds includes records relating to business plan and budget management (i.e. planning, implementation, monitoring, and review) activities of the Region. These records include annual budget files created by the Region's budget and administrative units as well as Business Plans covering three-year periods and Retrospective and Mid-Year Reviews. Records relating to the budgets of Country Departments are included primarily in the form of correspondence and budget reports and tools. Budget records created by both the Regional VP and Country Departments relating to country field offices are included (these offices also go by the names "resident mission", "field office", or "country office.") Records related to the quarterly VP Business Review Meetings are also included. Records include correspondence related to final budget and accrual reports
Management and oversight of unit functions
Records relating to the management and oversight of the Region's country and technical departments' functional responsibilities, work program, and policy development are included in this fonds. Topics include: work program development; unit policy and procedures; agency structure and organization; management improvement studies; coordination and direction; departmental reviews; regional objectives and operational directives; and staffing. Records include: work program agreements and monthly reports; research program materials; general correspondence; various task force records including some final reports; unit reviews; procedural and budget guides; management team meeting records; management retreats; records related to the 1987 and 1991 reorganizations of the Asia Region and subsequent reorganization of the Technical Departments; and general correspondence. Records related to regular operations Vice Presidents' meetings are also included.
VP Chronological files
Fonds includes the chronological files of Vice President Russell J. Cheetham from 1994 to 1996. Records maintained by Cheetham's successor, Jean-Michel Severino, are also included. Note that Severino's records, from 1997 to 1999, are organized by country. (See Related Units of Description in this description for location of other EAP VP chronological files.)
Front office administration of field offices
Fonds includes those records maintained in the Region's front office relating to the administration and management of the Region's field offices. Records may include: correspondence; reports; establishment agreements; leases; contracts; Internal Auditing Department (IAD) reports; ad hoc reports related to staff issues in country offices; and other information of substantive nature. Records may relate to: renovation; capital budget; local staff; resident representatives; mission statement; job grading; and staff reassignment.
Conferences, meetings, and seminar organization and/or attendance
Fonds includes records related to the establishment, organization, and output of conferences, meetings, seminars, and training organized or attended by EAP staff. Records related to the Bank's Spring and Annual Meetings are also included. With regard to events organized or sponsored by the Region, records may relate to identification and selection of themes, topics, and speakers in addition to other planning, administrative, and logistical topics. Events organized by the Region can include both events internal to the Region (Country Assistance Strategy [CAS] retreat, Sector Manager's retreat, Regional Management Business Meeting, Regional Vice Presidentand Country Directors' retreat, EAP and country office town hall meetings, etc.) and external (Executive Forum's East Asian Economic Forecast; World Bank Corporate Day meetings; World Bank Strategic Forums; MD/VP Business Review Meetings).
Records related to smaller or one-time meetings are also included. This includes meetings with a various individuals including government officials, representatives of institutions, academics, and other Bank staff. Records of these meetings may include the notes and memoranda of the Regional Vice President.
Fonds contains records relating to a number of temporary and standing committees, task forces, working groups, etc., on which the Region or its units are represented or about which they are kept informed. Functions of these committees generally include , thatthe establishment, recommendation, or supervision of policy and procedure monitor implementation of policy and procedures. Records related to other internal Regional VP or Country Departments are also included. and on which the Region or its units are represented or about which they are kept informed . Other committees internal to the Regional VP or Country Department relate to research, briefing and sector work. Records may include terms of reference, agenda, agenda papers, decisions, member lists, supporting or background documentation, and minutes and reports.
Front Office Reference Material
A variety of front office reference material is included in this fonds. Topics include: development (including specific sector work); regional and country economic and political issues; corruption; governance; Bank-Fund collaboration; Bank operations; Asian Development Bank (ADB); post-conflict reconstruction; performance indicators; information technology; communications; privatization and private sector development; co-financing; consultants; Operations Evaluation Department (OED); human resources; the Quality Assurance Group (QAG); World Development Report (WDR); Global Environment Facility (GEF); and World Debt Tables. Records take the form of: photocopied articles; Bank-authored reports including task force reports; copies of Bank Executive Director memoranda; reports from external institutions; workshop publications; and seminar reports. Records received from other Bank Vice Presidencies are also included.
Briefing books and travel records
Fonds also consists of briefing books prepared for senior officials in preparation for visits to East Asia and Pacific countries as well as for meetings and seminars. Books wereBriefing books were created by EAP units including VP staff and were prepared for EAP senior officials as well as other senior Bank staff including World Bank presidents and Executive Directors. Briefing These books commonly contain: program of country visit; country overview; World Bank Group activities; visit and meeting briefs; project meeting briefs; as well as other World Bank authored reports which serve as background information. In some files, travel information accompanies or is partof the briefing books. This is especially true for records related to the EAP Vice Presidents.
Appraisal, destruction and scheduling
System of arrangement
The following arrangement is provisional. Records are arranged in 1 sub-fonds and 12 series:
- Asia operational correspondence
- Country operational records
- Regional operational records
- Departmental reference materials and subject files
- Department directors' chronological files and project records (reference)
- Business plan and budget management records
- Management and oversight of unit functions
- Vice President chronological files
- Front office administration of field offices
- Conferences, meetings, and seminar organization and/or attendance
- Committee records
- Front Office reference material
- Briefing books and travel records