What are the tools and techniques for records classification and indexing?

1 Classification schemes

A classification scheme is a system that defines the categories and subcategories of records based on their function, activity, subject, or other criteria. It provides a logical and consistent structure for organizing and accessing records. You can use different types of classification schemes, such as functional, subject, or alphanumeric, depending on your needs and preferences. A good classification scheme should be clear, comprehensive, flexible, and compatible with your records management policies and standards.

2 Indexing tools

Indexing tools are software applications that help you to create, maintain, and search indexes of records. An index is a list of terms or keywords that describe the content and context of records. It can be used to facilitate the retrieval and analysis of records. You can use different types of indexing tools, such as manual, automated, or hybrid, depending on your resources and requirements. A good indexing tool should be accurate, reliable, scalable, and user-friendly.

3 Metadata standards

Metadata standards are sets of rules and guidelines that define the elements and attributes of metadata for records. Metadata is data that describes the characteristics and context of records, such as their title, date, creator, format, location, or access rights. It can be used to support the identification, classification, indexing, preservation, and use of records. You can use different metadata standards, such as ISO 23081, Dublin Core, or PREMIS, depending on your domain and objectives. A good metadata standard should be interoperable, consistent, comprehensive, and adaptable.

4 Controlled vocabularies

Controlled vocabularies are lists of terms or phrases that are used to represent the concepts and topics of records. They can be used to improve the consistency, clarity, and precision of classification and indexing. You can use different types of controlled vocabularies, such as thesauri, taxonomies, or ontologies, depending on your level of specificity and complexity. A good controlled vocabulary should be relevant, authoritative, structured, and maintained.

5 Retention schedules

Retention schedules are documents that specify how long records should be kept and what should be done with them after their retention period expires. They can be used to support the classification and indexing of records by assigning them to different categories and subcategories based on their value, risk, and legal obligations. You can use different methods to develop retention schedules, such as appraisal, analysis, or consultation, depending on your context and criteria. A good retention schedule should be aligned, realistic, transparent, and updated.

6 Security classifications

Security classifications are labels that indicate the level of confidentiality and sensitivity of records. They can be used to control the access and disclosure of records based on their content, context, and impact. You can use different security classifications, such as public, internal, confidential, or secret, depending on your organization's policies and procedures. A good security classification should be appropriate, consistent, clear, and applied.

7 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?