UNHCR Handbook for Emergencies - UNHCR eCentre

It is the Registration Form that constitutes
the core document of a UNHCR registration
and which will provide the basis for all future
reference, analysis, verification and updating
of the registration.
41. This phase provides a verifiable linkage
between the identity of persons of concern
and the very simple forms of documentation
needed for processing large numbers of people
for assistance distribution. The two-step
process of information collecting is used because
the second step can take considerable
time, and registration information is needed in
the interim for commodity distribution. It is
particularly important in this phase to have
personnel who speak the language and to ensure
there is a common code for transliteration
between alphabets, particularly for names.
Phase 5: Computerization
42. Computerization can either start after
registration cards have been distributed or at
the same time if there are sufficient resources.
Computerization is normally carried out using
the “Field Based Registration System” (FBARS).
Standard codes are used in UNHCR Registration
Forms to facilitate the collection and input
of data, particularly data on groups at risk (see
Annex 5).
43. Data can be entered on-site by trained
data-entry clerks or by out-sourcing to an offsite
specialized data entry company. The data
should be computerized as soon as possible
and not more than a few months after being
collected on the registration forms, otherwise
it will be outdated and unusable.
44. FBARS can handle two types of registration,
either by family unit (control sheet) or by
individual (standard registration form). It also
has a convoy management module which can
be used during organized mass movement. It
can be used by both UNHCR Offices and by
Governments and implementing partners.
45. FBARS has easy-to-use search and report
facilities and can produce information for planning,
monitoring and reporting, for example:
i. Data on the numbers and rate of arrival;
ii. Data on refugee groups including on vulnerable
groups;
iii. Data consolidated both regionally and
globally;
iv. Food distribution lists;
v. Passenger manifests.
46. FBARS is available with the UNHCR registration
materials (see above). The software
and documentation are currently available in
English, French and Russian. Information and
support for the use of FBARS is available from
the Information and Computing Services Section
at Headquarters.
Phase 6: Verification and information updating
47. Registration information will need to be
updated as the population changes with
births, deaths and population movements.
There should be a system to do this from the
start. The registered numbers should be crosschecked
with other information, for example,
births and deaths can be monitored through
the health services, and population movement
monitored through any of the methods for
population estimation described above.
48. Registration documents can acquire
monetary value, especially if they are used to
access assistance. There should be a system to
check these documents, for example random
verification at food distribution points to ensure
the refugees are not using other people’s
documents or forged documents.
49. Verification is a continuous process, therefore
routine verification, including house to
house visits, at food distribution centres, etc.,
should become a standard, regular and frequent
part of monitoring. Shelters should be
given an address (section/block/individual shelter
number) which will be linked to the individual
family registration information.
Key References
Registration – A Practical Guide For Field Staff,
UNHCR, Geneva, 1994.
Population Estimation
and Registration
11
125