Faculties, Schools, Centres and other organisational unit frequently need to set up recordkeeping systems to manage records which are generated in their organisational units and normally retained as 'working' files.
'Working' files have day to day records which relate to particular issues/business transactions which are not considered 'corporate' records.
To set up systems which allow for easy retrieval of similar documents (files):
1. Analyse the broad functions of the area, for example,
Teaching Research Consultancies
2. Describe the activities which fall under each function, for example,
under Teaching, there may be:
3. There may be further break-down into another level of activities, or else there may be specific naming of activities, such as Grad Dip in Plant Protection.
When files are set up using this functional analysis methodology, it is easy to apply a disposal schedule for the purposes of disposal of records.
If you need further advice on this aspect of recordkeeping, please contact the Manager, on extension 52284 or by email at email@example.com