Dear Colleague,
I agree Suzy's point about 'governance'.
In the PSFP, meeting documents are located as follows:
Management
- Meetings
-- Team Name/ID
--- Date
(Where Management is one of 25 top level terms)
All the documents for the meeting are stored in that fourth level
folder, preferably using a naming convention in terms of date/document
type.
I hope this helps.
TC
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Suzy Taylor
Sent: 27 February 2006 09:00
To: [log in to unmask]
Subject: Re: Where to put Minutes in a Business Classification Scheme
Just to clarify on the subject of a functional fileplan, I was under the
impression that a 'corporate management' or 'governance' function was
inevitable with the functional approach as otherwise how can you
guarantee that every committee in your organisation (structured using an
organisational structure) will neatly fit into a subsection of a
functional plan (structured to avoid following an organisations'
internal structure).
Am I over thinking on this? It may be easier for me because FE/HE have
a bespoke BCS to tinker with that was provided via JISC (and compiled by
Emmerson Consulting!) and that incorporates a 'governance' function.
The implication for us is that we use 'governance' for top level
organisational committees and boards and the functional sections for the
lower level meetings that fortunately happen to be organised around
functional concepts anyway.
Regards
Suzy
Suzy Taylor
Records Manager
New College Durham
Framwellgate Moor
Durham
DH1 5ES
Tel: 0191 375 4422
E-mail: [log in to unmask]
>>> Emmerson Consulting <[log in to unmask]> 02/25/06
10:37am >>>
While not endorsing Laurie's commercial for Keyword AAA, which is after
all only available under licence, I agree with his conclusions. The
BCSs that we design identify an activity under each business function
with a title such as Board and Committee Management which then has a
subsidiary level such as Minutes or Minutes & Papers. Minutes, and the
decisions they record, relate to a business activity and it's important
to reflect this in the BCS. Of course, it might be convenient, in a
paper system or on an intranet, to keep a set of committee minutes
together for ease of reference and access but they are not the master or
record copy. This is a matter of physical rather than intellectual
control.
Peter Emmerson
Peter Emmerson
Director
Emmerson Consulting Limited
Poplar House
5 School Street
Witton-Le-Wear
County Durham DL14 0AS
Office 01388 488865
Mobile 07740 942682
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-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Laurie
Varendorff
Sent: 25 February 2006 02:57
To: [log in to unmask]
Subject: Re: Where to put Minutes in a Business Classification Scheme
Dear colleagues and Graeme Hawley,
I personally would recommend the review of Keyword AAA - A Thesaurus of
General Terms published by the State Records Office of New South Wales
first published in 1995, Reprinted 1997, Revised edition 1998 in respect
to any queries regarding Business Classification Schemes - BCS's and
Functional Classification as it relates to Records Management.
The Keyword AAA document is arguably the world leading tool for the
creation of a Functional Business Classification Scheme - BCS for most
businesses as a base for additional work in the creation of a controlled
vocabulary and Functional Thesaurus.
The Keyword AAA document states - Keyword AAA is a thesaurus of general
terms designed for use in classifying, titling and indexing most types
of records in most technological environments. It covers terminology
common to business functions and activities in most organisations and
should be used in conjunction with a thesaurus of functional terms,
relating to the organisation's specific or core business functions, to
provide comprehensive controlled vocabulary coverage.
Keyword AAA advisess that Minutes is a 3rd level Subject Descriptor -
SD sitting und a 2nd level Activity Descriptor - AD of Committees and
Meetings which of course sit under the first level Function - F of
neumenrous Functions E.g. in Keyword AAA the 2nd level Activity
Descriptor Committes sits under fifteen [15] of the 17 Functions
provieded in Keyword AAA wereas the 2nd level Activity Descriptor
Meetings sits under fifteen [13] of the 17 Functions provieded in
Keyword AAA .
In other words the SD Minutes will be found located as a SD under AD
Committees and Meetings under whatever Function these activites occur.
I trust that this exercise has been of interest and of value.
Regards, Laurie
Mr Daniel Lawrance [Laurie] Varendorff, ARMA
Member of the Western Australian Governments - Digital Records Working
Group (DRWG).
Specialist Technical Writer on Records and Information Management (RIM)
and related subjects, available for hire.
Published Articles available @
http://www.records-management.com.au/publications.shtml?laurie- and
http://www.microfilm.net.au/articles.shtml
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Consultant/Trainer/Tutor/Presenter: Records and Information Management
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<http://www.records-management.com.au/>
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