CCC Chapters 4 & 5

Hi Team,

It feels like ages since I've blogged, so grab a coffee & sit down to a fairly lengthy post.

Chapter 4

By now you should have read through this chapter and have a clear understanding of what it means to group records into order - "classification".  Some students have identified that they weren't classifying their records according to their business functions.  They were using classification methods of either subject, numerical, alphabetical or free text.  There are problems associated with classifying records in this way.  It can lead to problems further along the track when we  start to dispose of records.  If all of our RK tools (thesauri, Records Disposal Schedule (known as an RDS which is specific to the agency) & General Disposal Schedule (GDS15 which is used by state govt agencies and GDS20 for local govt agencies)) are based upon the functions of the business, then sentencing at the point of creation is easier.  There is a consistent approach across not only in the area of disposal but also in the area of access and control.

The activity on pg 64 proved to be interesting.  It highlights how people classify things differently, based upon previous experience or knowledge!  It also demonstrated why a thesaurus should be used.  It provides us with a consistent approach.  Nothing like looking for lease documents for the agency van under "w" for white van! 

This is how the activity could have been "classified":

Sport (this is probably the most easiest group to classify!  I can probably safely say that we would all agree on the items for this group)

• Tennis

• Football

• Volleyball

• Cricket

 Stationery

• Pen

• Sticky tape

• Stapler

• CD

• Laptop?

 Furniture

• Desk

• Chair

• Laptop?

So how does your classification look?  In previous years students have had some difficulty in deciding if a laptop would be group with “furniture” or “stationery”.  We could probably have broken these 3 groups even further if we had the time.  In the real world if you were to conduct this type of activity to identify the agency's functions you would need to conduct a functional analysis (pg65).  Depending on the skills set of the RM team this might be conducted internally (you will learn more about that next year when you come back to do Cert IV!!) or you may employ the services of an external consultant.  However this can be quite a detailed project ensuring that you investigate all areas of the business to identify what happens.  It isn't so important to identify who actions these functions, as team responsibilities can change, hence why the BCS (pg 65) is based on the "functions" of the business, rather than business teams/units.

We also looked at the different terms used in a thesaurus and identified the interchangeable terms:

• Function = Keyword

• Activity = Activity Descriptor

• Transaction = Subject Descriptor

When classifying your files you need to ensure that the minimum requirement of classifying captures the "Function/Keyword" & "Activity/Activity Descriptor".  These descriptors are mandatory, what you decide to use at a 3rd level can be defined by the user (we will discuss this in more detail in upcoming chapters).  Be sure to check out the rules (pg 72) to make sure that you are classifying correctly.

Chapter 5

This is where we get to have some hands on fun by looking through the thesaurus.  You guys will either have a copy of the Keyword AAA (KWAAA) or the Local Government Thesaurus (LGT) depending on if you work for State Government or Local Government.  They are both set out the same way with three sections, however the terms that are contained in the thesaurus are slightly different.  Section one is what i like to call the "Introduction".  It gives the user an idea of how to use the thesaurus.  Section 2 (tables) I personally don't use.  I feel that it doesn't have the level of detail that section 3 has.  I prefer to use section 3 (thesaurus) as it contains a lot more info that section 2.  There are scope notes that clearly identify the terminology of Keywords & Activity Descriptors.  My suggestion is that while you are still finding your way in using the thesaurus to classify, use section 3.

Fig 1 - Business Classification Scheme

The above image shows the linkages between the terms used in a thesaurus (if you find it hard to read click on the image & a bigger picture will be shown).  You will notice that i have tried to use different colours for each part of the BCS.  Here is the meaning behind the colour schemes used.

• Black = Business classification scheme which shows the hierarchy of terms.  EG FUNCTION, ACTIVITY, transaction.
• Green = Terms used in the thesaurus.  Please note that FUNCTION is the same as KEYWORD.
• Red = Mandatory terms.  When classifying the minimum requirement is to name the KEYWORD & ACTIVITY DESCRIPTOR.  
• Blue = examples of how the terms are used to classify.  In the first example we have FLEET MANAGEMENT(KW)/POLICY(AD)/Private Vehicle(SD).  This file title is telling me that it contains the policy on private vehicles.  The second example PERSONNEL(KW)/RECRUITMENT(AD)/Advertising(SD)/Records Officer (Free text) tells me that all advertising relating to the recruitment of the Records Officer position TAR47198 is in the file.  It means that i am restricted to placing only documents relating to the classification given.  However the third example PERSONNEL(KW)/RECRUITMENT(AD)/Records Officer (Free text) is more broader classification & means that everything related to the recruitment of the Records Officer can be placed in this file.  For example the advertising, the panel questions, the applications received, letters sent out in relation to appointment/interview times etc.  The use of free text within your file title can either make your file "broad", meaning that a greater amount of documents can be kept on the file or alternatively being quite specific in your classification means that only a documents are contained in the file

Fig 2 - Examples in using the KWAAA & LGT

The above image is an example of how to apply either the KWAAA or the LGT for the activity on pg 105 in chapter 6 - Order to purchase stationery supplies for the training room.  Depending on how much stationery your agency orders will dictate the way in which to classify.  By adding the year, or a date range to a file EG "2013", means that only the orders corresponding to that year can go into it.  This hopefully eliminates the need for parts to a file.  Parts of a file mean that when the file is too big & physically nothing more can be fitted into the file you would make a "part 2".  In some cases because of how we have used classification, there are some agencies that have file part 132!  Wow that it is a fairly big file.  This makes it very difficult when it comes tome to apply a disposal action to the files.  We will discuss this in more detail in our upcoming subject

So by now you should be stuck into chapter 6 & working through the activities.  If you have any questions please give me a call to discuss.

Next subject

Keep a look out for course material of the upcoming subject, Disposal.  An email will be sent to students in the coming days.  Also please note that there will be a lesson next Tuesday to kick off Disposal subject.  I hope that you can make it :)

Ciao,
Melisa