Hi Louise
I set up retention schedules with high-level record classifications using
the 'tables of contents' feature of MS Word. This can be a useful tool
whilst populating a schedule as well as aiding quick reference to specific
content at a later stage.
I locate the automatically generated table at the beginning of the
schedules and when accessed electronically, users can scroll down the list
of classifications featured and click directly to the classification
header. Under each classification header can then follow the relevant
record-types with distinct attributes and retention requirements (or
depending on the relative range and complexity of records types, sub-sets
can be introduced within each classification).
I also tend to provide a short description of the activity within the
record-type box rather than just list the name of a record. This can
provide non-familiar schedule users with a better sense of the context of
the record and also help to
ensure any relevant supplementary record material is captured accordingly.
Good luck!
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