Handbook
Track updates
HB 5031-2011
[Current]Records classification
This Handbook provides guidance for organisations on how to manage their records and to ensure that they can be found, used and understood across time.
Published: 18/03/2011
Pages: 37
Table of contents
Cited references
Content history
Table of contents
Header
About this publication
Preface
1 Introduction
2 Records classication concepts
2.1 Record titling
2.1.1 General
2.1.2 Business activity classification
2.1.3 The records classification scheme
2.1.4 Indexing points
2.2 Record classification and metadata
2.3 Current design techniques
2.3.1 General
2.3.2 Monolingual thesaurus construction standards
2.3.3 Facet analysis design techniques
2.3.4 Work process analysis
2.4 Factors to consider when developing a records classification scheme
2.4.1 General
2.4.2 The size and scope of an organisation’s business activities
2.4.3 An assessment of risk
2.4.4 The need to tailor the titling tools.
2.4.5 The need to distinguish between service provision and service requests
2.4.6 The degree of detail and type of indexing that is needed for topic and subject control
2.4.7 Technological considerations
2.4.7.1 General
2.4.7.2 Technologies for applying the records classification scheme to records.
2.4.7.3 Technologies to manage the records classification scheme
3 Elements of a records classification scheme
3.1 General
3.2 Term types
3.2.1 General
3.2.2 Functions
3.2.3 Activities
3.2.4 Transactions
3.2.5 Subjects and topics
3.2.6 Nodes
3.3 Term relationships
3.3.1 General
3.3.2 Broader terms
3.3.3 Narrower terms
3.3.4 Contextual path
3.3.5 Related terms
3.3.6 Preferred terms
3.3.7 Non preferred terms
3.4 Term attributes
3.4.1 General
3.4.2 Scope notes
3.4.3 Currency and usage dates
3.5 Term linkages
3.5.1 General
3.5.2 Business owners and users
3.5.3 Disposal requirement linkages
3.5.4 Security and access regimes linkages
3.5.5 Term source
4 Gathering information for your records classification scheme
4.1 General
4.2 Scoping the development of the records classification scheme
5 Constructing a records classification scheme
5.1 Ordering and organizing terms
5.2 Grammatical rules—Incorporate action statements
5.3 Record classification schemes models
5.3.1 General
5.3.2 Model 1—Single hierarchy
5.3.3 Model 2—A record classification scheme with nested multiple hierarchies and independent facets for topic and subject indexing
5.3.4 Model 3—A detailed record classification scheme that incorporates a description of work processes
6 Developing a record classification scheme
6.1 General
6.2 User consultation
6.3 Useability testing
6.4 Thesaurus compilation software
6.5 Maintaining the record classification scheme
6.6 Deactivating a records classification scheme term
6.7 Adding a classification scheme term
7 Implementation techniques
7.1 General
7.2 Conversion strategies
7.2.1 General
7.2.2 Disable the existing terms and apply the revised record classification scheme to new records
7.2.3 Retrospective conversion
7.2.4 Maintain parallel systems
7.3 Distributing the record classification scheme to users
7.3.1 General
7.3.2 Alphabetical Presentation of terms
7.3.3 Customising the scheme for specific user groups and roles
7.3.4 Cheat sheets
7.3.5 Reversing the presentation of the record classification scheme to user
7.4 Displaying the record classification scheme to users
7.5 Implementation as a workflow
7.6 Training
8 Checklist for selecting your records classification scheme model
9 Glossary of terms used in this handbook
10 Referenced documents
Cited references in this standard
ISO 23081.2
Information and documentation—Records management processes—Metadata for records, Part 2: Conceptual and implementation issues
[Superseded]
Documentation - Guidelines for the establishment and development of monolingual thesauri
Content history
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