Comments

  1. James Robertson

    Hi Sylvia, while most functional classification schemes seem to be three levels deep, I don’t see any reason why they couldn’t be two.

    The key message of the article is: develop a classification scheme that can be understood and used by all staff; and these use practical testing to ensure that this really is the case.

  2. Grace Palmer

    Hi James:
    I find your articles real helpful as they are to the point and scratches where it is itching.

    What classification scheme would you recommend for records of a fledging tertiary institution of 100 students? What eRMS would be helpful?

    • James Robertson

      @Grace, no easy answer on what classification system to use. Instead, I would recommend following a process to determine this:

      1. identify the scope of the recordkeeping activities
      2. highlight key (targeted) areas
      3. look at current practices
      4. design or obtain a classification scheme to match
      5. conduct actual tests, as per this case study

      If in doubt, keep it simple! Better to get 100% of key documents, rather than trying to cover absolutely everything, any only getting 20% of anything.

  3. Ray Sanderson

    Hi – I work for a regional council that introduced EDMS a while back and it uses Keywords for Council. Management have asked that my procurement unit improve the effectiveness of procurement to obtain better value. My role is to oversee procurement procedures and processes for governance reasons. I requested that a Level 1 term of procurement be introduced but our Records section says that the 32 level 1 terms can never be changed,. I feel I am making a change to the way my Council does business, surely the EDMS should reflect that, not just an archiving system. Any suggestions?

    Thanks

    Ray

    • James Robertson

      @Ray, I’m not sure what to recommend here. The DIRKS process clearly states that the classification scheme should be adapted to the business, but this doesn’t seem to happen in most cases. All I can suggest is to talk to other Councils, to see how they have tackled similar situations…

Leave a Reply

Your email address will not be published. Required fields are marked *

Published May 5, 2004

James Robertson
James Robertson is the Managing Director of Step Two, the global thought leaders on intranets, headquartered in Sydney, Australia. James is the author of the best-selling books Essential intranets, Designing intranets and What every intranet team should know. He has keynoted conferences around the globe. (Follow him on Twitter)

Related Articles