The process of classifying records begins at the point in time when a document is submitted to Corporate Records & Digitisation Services (CRDS). Before determining the classification of the record there are deliberate actions and decisions you need to make.
This guide has been designed to provide you with the process behind the successful classification of records.
Access to the Business Classification Scheme is currently via CRDS. Please contact Team Leader, Records Services if you have any queries.
What is classification?
- Classification can be defined as the process of organising similar information together using a hierarchical structure such as a Business Classification Scheme to ensure they can be retrieved efficiently and effectively.
What does CRDS use to classify records?
- We use a tool specifically developed for the classification of Griffith University records called the Business Classification Scheme.
- The Business Classification Scheme is a hierarchical representation of the functions, activities and transactions of the University. It is a conceptual map of what the University does.
- You may have heard the Business Classification Scheme referred to by other names such as a classification scheme, classification plan or record plan - all of these terms share the same meaning.
How does the Business Classification Scheme work?
- The Business Classification Scheme is comprised of three levels.
- Level 1 represents the business functions of the University
- Level 2 represents the activities within the business functions
- Level 3 represents the transactions that take place within each activity. The third level becomes the free text title of a file in Records Manager 8 (RM8).
- When you are classifying a file you must specify a first and second level classification using the Business Classification Scheme as well naming the file using free text titling.
Human Resource Management have submitted a new Recreation Leave Policy to CRDS for filing. If you were to classify the file in which the policy will be placed you would select the function of Human Resource Management and the activity of Policies & Procedures. The transaction (or third level free text title) will be Recreation Leave Policy
i.e: Human Resource Management (Function) / Policies and Procedures (Activity) / Recreation Leave (Transaction/Topic - the Free Text Title field)
The Business Classification Scheme was developed using the record classes in both the General Retention and Disposal Schedule for Administrative Records and the University Sector Retention and Disposal Schedule. Because the terms in the classification tool directly match those in the record classes of the retention schedules it allows you to easily apply a retention schedule to records at the point of creation.