Hi Claire,
I was thinking about this just this morning. I am not sure about the difference between one and the other, but I was put on the spot to justify to someone why we should bother with classification structures at all when we can just free text search. I had to put my library science hat on and explain that classification purposefully groups like material together, forming sets and sub sets of information with a design. Free text searching appeals to the Google mindset. It is great if you aren't sure where to start, and almost magical to be able to type in any phrase you can think of and get results - but how many of those tens of thousands of hits are actually what you were looking for, and can you be sure that you have retrieved all of the appropriate material. By taking the time to apply the appropriate classification terms (especially when a good taxonomy has been agreed and explained throughout the organisation), then all documents dealing with the issue of procurement, for example, can be found together. A free text search of this email using the word "procurement" would retrieve it, and may even rank the email as an important item now that the word procurement has been mentioned three times. But this email isn't about procurement (4th time), its about classification. Also, when applying retention schedules, it is useful to be able to deal in classes and sub-classes of information.
A further thought is that if the organisation has a legacy of paper documents and records, these need to be physically ordered in some way, so a corporate-wide classification scheme could unite digital and paper resources under the same structure.
This is how I see it anyhow. Needless to say, free text searching combined with a classification structure would be the best of both worlds.
To see what this means in action, go to our library catalogue http://main-cat.nls.uk/cgi-bin/Pwebrecon.cgi?DB=local&PAGE=First
Do a "keyword anywhere" search on "German literature", then a "Subject" search on the same term, and compare the difference in results. Subject searching (akin to classification filing) allows the information searcher to drill down better into the information store, I would suggest. But then, I am a librarian.
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]]On Behalf Of Claire Park
Sent: 03 May 2006 10:54
To: [log in to unmask]
Subject: What's the difference?
Good morning everyone!
Could someone explain to me the difference between a FILEPLAN and a
CLASSIFICATION SCHEME and why do we need either?
I did hear Jeff Morelli sum it up very well at a conference before
Christmas but it has totally escaped me.
I need a snappy answer for when I'm asked the same question by Senior
Management.
Please feel free to respond off list if necessary.
Thanks in advance
Claire Park
Senior Records and Information Officer
Cumbria County Council
[log in to unmask]
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