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- ---Original Message-----
From: The UK Records Management mailing list [mailto:[log in to unmask]] On Behalf Of Sharp, Deirdre
Sent: 11 April 2006 13:14
To: [log in to unmask]
Subject: Re: Business Classification - Local Management Files

 

 

100% with Clare on this. I have a particular problem with the use of 'Management' as a top level function in the Local Govt Classification, after working with the JISC scheme which neatly slots generic management activities within functional classes.

 

Deirdre Sharp

-----Original Message-----
From: The UK Records Management mailing list [mailto:[log in to unmask]]On Behalf Of Clare Cowling
Sent: 11 April 2006 11:23
To: [log in to unmask]
Subject: FW: Business Classification - Local Management Files

Dear all,

 

I raised this very point with the RMS leadership last week. At a conference on business classification I attended recently there was 100% enthusiasm for the RMS putting out a generic business classification scheme....we came from a variety of organisations, public and private, but unanimously agreed it would help us all enormously to have a standard we could look at as a basis for our own BCS.  I'm thinking of functions like management of finance, H R, training, estates, facilities, procurement, records management, archives management, library management, project management, risk management, health and safety management, strategic planning, team management, enquiries management, printing and publications, public relations...the JISC HE/FE BCS/generic records disposal schedule sets them out pretty well.

 

I also consider that such a generic BCS could and should be combined (in one document) with a generic records disposal schedule setting out best practice/legal requirements for retention of sample records generated in the course of transacting these functions/activities.  The RMS's local authority guidelines, JISC guidelines for HE/FE, the National Archives and the Australian Archives have all published generic guidance which could be cribbed for a truly general BCS/Records disposal schedule.  I am also trying to do something along those lines for my organisation, and I reckon that about half of everything done falls into the generic category. Wouldn't it be great if there was a published document we could all just incorporate straight into our own BCS's/disposal schedules without any work other than a spot of reformatting/rebranding?  We could then concentrate on the unique operational records of our business instead of reinventing the wheel over all the other stuff.

 

It's also difficult to get my organisation interested in a BCS for its own sake, given that we have no EDRMS to push the agenda into the front of people's minds.  But as the basis for records disposal?  That's a different story and the necessity for functional classification becomes instantly apparent.

 

Sounds like a job for an RMS working group to me; I have in fact suggested this to the leadership.

 

Clare

Clare Cowling
Records Manager
The Law Society
113 Chancery Lane
London WC2A 1PL
Tel 020 7320 9541
(internal ext 4605)
[log in to unmask]

-----Original Message-----
From: The UK Records Management mailing list [mailto:[log in to unmask]] On Behalf Of Fraser Marshall
Sent: 11 April 2006 10:20
To: [log in to unmask]
Subject: Business Classification - Local Management Files

Hi all,

I wondered whether people would be prepared to give their thoughts on the
classification of what I call 'local management filing'.

It's clear that as we audit each team here we pick up substantial
quantities of records that are exclusive to 'local' managers, by which I
refer to locally kept 1-to-1 files, sickness reports and other similar
materials which have a management value locally, but little if any
corporate value (or are more granular versions from which reports at a
corporate level are made). Another fact of life is that managers often
retain vast swathes of material that undoubtedly has a business value to
their teams, but is essentially duplicates of national legislation/ third
party materials; essentially reference material?

I would be interested to know how you have classified this material. Do you
create a generic code for 'Local Management Materials' or go more granular?
Do you ignore it altogether!? Given that many of our teams seem to have
entire cabinets' worth of hanging files of this stuff, I could potentially
get really hung up on this stuff if I wanted to, but there must be a more
sensible way of dealing with it, and allow me to concentrate on the actual
business critical functional stuff.

The RM Soc's Retention Guidelines for Local Authorities are no help, nor
are those from other local authorities/ public sector agencies I've seen.

Your thoughts would be very welcomed.

Regards,

Fraser


Fraser Marshall
Records Management Officer
Legal Service
Chief Executives Department
London Borough of Tower Hamlets
Phone: 0207 364 4055
email:  [log in to unmask]
Web: http://www.towerhamlets.gov.uk
Mulberry Place
5 Clove Crescent
London E14 2BG

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