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How can you simplify detailed classification for records management?

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Records management is the process of creating, maintaining, and disposing of records in a systematic and efficient way. Records classification and indexing are essential steps in records management, as they help you organize, retrieve, and control your records. However, these steps can also be complex and time-consuming, especially if you have to deal with large volumes of records, multiple formats, and diverse categories. How can you simplify detailed classification for records management and make your work easier and faster? Here are some tips to help you.

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Angellah Chandia

Supervisor Electronic Records at National Social Security Fund
Tarik LEMDANI

Tarik Lemdani optimizes document management systems
Bogdan-Florin Popovici

archivist at National Archives

1 Use a functional approach

A functional approach to records classification means that you group your records based on the functions and activities of your organization, rather than the subjects or topics they cover. This way, you can avoid duplication, inconsistency, and confusion that may arise from using multiple subject-based schemes. A functional approach also reflects the purpose and context of your records, and helps you align your records management with your business processes and goals.

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Angellah Chandia

Supervisor Electronic Records at National Social Security Fund
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As you classify according to Functions and activities, also consider those functions that are cross cutting through departments. The classification should flexible to allow for the seamless creation of new subjects that fit into the functions and standard.

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Tarik LEMDANI

Tarik Lemdani optimizes document management systems
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*How can you simplify detailed classification for records management? To simplify detailed classification under a system management, we must structure the classification as a tree, depending on the type of records we are managing. For example, project documents should be classified according to criteria such as our focus facility, discipline most of the time, or based on the design phase. In addressing this, records managers should prepare and conduct a lecture on how documents are saved, considering system configuration and project execution requirements.

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2 Adopt a hierarchical structure

A hierarchical structure for records classification means that you arrange your records into levels of increasing specificity and detail, from the most general to the most specific. For example, you can use a four-level structure that consists of functions, activities, transactions, and records. Each level has a unique identifier and a descriptive title that indicate its place and role in the hierarchy. A hierarchical structure helps you create a logical and consistent framework for your records, and facilitates their retrieval and control.

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3 Apply a standard format

A standard format for records classification means that you use a consistent and uniform way of naming and numbering your records and their categories. For example, you can use alphanumeric codes, abbreviations, or acronyms to represent the levels and elements of your classification scheme. You can also use punctuation marks, spaces, or dashes to separate and indicate the relationships between them. A standard format helps you avoid ambiguity and confusion, and enables you to communicate and apply your classification scheme easily.

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4 Use a controlled vocabulary

A controlled vocabulary for records classification means that you use a predefined and authorized set of terms and phrases to describe and index your records and their categories. For example, you can use a thesaurus, a glossary, or a list of keywords to provide a common and consistent language for your records. A controlled vocabulary helps you eliminate synonyms, antonyms, and variants that may cause inconsistency and duplication, and enhance the accuracy and relevance of your records retrieval.

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5 Review and update regularly

Reviewing and updating your records classification means that you monitor and evaluate the effectiveness and suitability of your classification scheme on a regular basis. For example, you can conduct audits, surveys, or feedback sessions to assess how well your classification scheme meets your organizational and user needs. You can also make adjustments, additions, or deletions to your classification scheme to reflect any changes in your functions, activities, or records. Reviewing and updating your records classification helps you maintain its currency and validity, and improve its performance and quality.

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Angellah Chandia

Supervisor Electronic Records at National Social Security Fund
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There should be review mechanisms and policies that will support the monitoring, evaluation and review process of the classification scheme.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Bogdan-Florin Popovici

archivist at National Archives
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There are 2 conditions, in my opinion, for the success of a classification: - the user understands it, bnnot only to be imposed to apply it - clasification to be as smooth and natural in the working process. If it involves extra-thinking from practicioners, it will be neglected.

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Angellah Chandia

Supervisor Electronic Records at National Social Security Fund
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In my experience, while developing classification, especially in Eletronic records, one needs to ensure that the users who are creating these records understand the classification of the organization. In this age where records management function is getting centralized and some functions like creating records into a system are done by users, it is important that they understand the classification to avoid loss of records and also improve retrieval.

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How can you simplify detailed classification for records management?

1

2

3

4

5

6

1 Use a functional approach

2 Adopt a hierarchical structure

3 Apply a standard format

4 Use a controlled vocabulary

5 Review and update regularly

6 Here’s what else to consider

Administrative Management

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How can you simplify detailed classification for records management?

1

2

3

4

5

6

1 Use a functional approach

2 Adopt a hierarchical structure

3 Apply a standard format

4 Use a controlled vocabulary

5 Review and update regularly

6 Here’s what else to consider

Administrative Management

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感谢您的反馈

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