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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 E-mail [log in to unmask] This e-mail message and any files transmitted with it are confidential and intended solely for the use of the addressee. If you are not the intended recipient, any disclosure, copying, distribution or use of it is prohibited and may be unlawful. If you have received this e-mail in error, please delete it immediately and notify Emmerson Consulting by return e-mail to the above address. Emmerson Consulting Limited is registered in England No. 3607347. Registered Office: 140 Coniscliffe Road, Darlington, Co Durham, DL3 7RT -----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 A Records Management Professional, and proud of the fact! Consultant/Trainer/Tutor/Presenter: Records and Information Management Imaging and Micrographic Specialist: 31 years experience You may care to visit our web site @ www.records-management.com.au <http://www.records-management.com.au/> -- This message has been scanned for viruses and dangerous content by the NorMAN MailScanner Service and is believed to be clean. The NorMAN MailScanner Service is operated by Information Systems and Services, University of Newcastle upon Tyne. Thames Valley Police currently use the Microsoft Office 2002 suite of applications. Please be aware of this if you intend to include an attachment with your email. This communication contains information which is confidential and may also be privileged. Any views or opinions expressed are those of the originator and not necessarily those of Thames Valley Police. It is for the exclusive use of the addressee(s). 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