Since the International Standard recommends a functional approach, you
have to have a very good reason for not following the recommendation.
Records are generated by functions, activities and transactions. A
functional taxonomy, classification scheme, file plan (the PRO guidance
makes it all one word to avoid confusion), call it what you like, will
provide a relatively stable superstructure that captures everything that
local government does. The subjects with which it deals would be almost
impossible to encapsulate except in terms of what it does. In any case,
organisations are accountable and responsible to their stakeholders for
what they do, which is why records are created, not for the subjects
with which they deal. FOI requests are likely to be about the actions a
public body has taken. There's more to records than the information they
contain (content). 'Record-ness' needs structure and context as well as
content.
Functional structures and topic/subject based approaches are not
mutually exclusive. In fact it's essential that the records system is
supported by subject indexes and/or thesauri to enable it to support
current business. It's relatively straightforward to link approaches
like GCL to a function/activity structure - through the use of subject
metadata tags in document headers for example - to provide access to
subject matter in records. A controlled vocabulary that everyone uses,
which is what GCL sets out to provide, is an essential tool. It's very
difficult to reconstruct functions and activities from records systems
organised by subject to support accountability and to manage retention.
It's pretty well impossible to apply sensible retention periods to
subjects.
Keith is right too. The classification scheme (perfectly reasonable
term)and the retention schedule, which are components of the file-plan,
should share a common structure.
Peter Emmerson
Director
Emmerson Consulting Limited
47a Salisbury Road
Harpenden
Hertfordshire AL5 5AR
Phone 01582 769842
Fax 01582 761740
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-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Tony May
Sent: 13 March 2003 15:37
To: [log in to unmask]
Subject: What do you call it?? - Local government classification
As mentioned previously the Local government Group of the RMS is
interested
in creating a common file plan/classification scheme/taxonomy/thesaurus.
With this e-mail I am attempting to get an idea of what is required.
Firstly what should it be called? Taxonomy (big word that lots of people
use but are never sure what it means), file plan (sounds a bit confusing
are we filing a plan or planing a file?), or classification (reminds me
of
the idea that people classify insects). Any other ideas? As this is one
of
the main tools that we need staff within or organisations to use and
understand to group information together, we should call it something
that
they can relate to.
The next thing to decide is how we are going to organise the scheme.
Should
we be good and follow records mgt practice and use functions, or perhaps
it
should be organised by subject. If we did use subject as a basis we
could
more easily link into the other national programmes for sharing info.
For
example the government category list (GCL) sort of compulsory under the
e
government metadata scheme which we should all be following. Then there
are a number of schemes around for local government info on websites
seamless (or something similar) from Essex and aplaws (from newham i
think).
Once the scheme is created will it just stand alone or should it be
linked
to other initiatives eg GCL, seamless, aplaws, life events, electronic
service delivery process list from the iDeA ?
So what does everyone think?
Thanks
Tony May
Documents Manager
Hertfordshire County Council
Phone: 01992 556 729
Comnet 26729
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