Classifying records

Once identified as a record, the University's Business Classification Scheme (BCS) can be used to allocate a class to the record which can then be used to determine how long the record needs to be kept.

The following list represents the key functions currently undertaken at The University.

  • ASSETS, EQUIPMENT & PROPERTY MANAGEMENT
  • COLLECTION MANAGEMENT
  • EXTERNAL RELATIONS 
  • FINANCIAL MANAGEMENT
  • GOVERNANCE
  • HUMAN RESOURCES MANAGEMENT
  • INFORMATION MANAGEMENT
  • LEGAL SERVICES
  • PUBLISHING
  • RESEARCH
  • STRATEGIC MANAGEMENT
  • STUDENT ADMINISTRATION
  • SUPPORT SERVICES
  • TEACHING & LEARNING
  • WORKPLACE HEALTH & SAFETY

Have a look through these functions and work out where your unit fits. You may find that your daily activities support more than one function.

Use these Functions as the top level names of your fit-for-purpose application.  By grouping records under common function names you allow easier access, reduction of copies and improve retention management.  Under each Function is a series of related Activities which are major tasks or areas of service undertaken within each function.  The third level should contain Transactions which are the smallest or most precise units of business activity.

A BCS can be applied to any collection of records at your local level including:  Shared drives, Outlook folders and physical filing systems. 

Ideally all records would be managed in an electronic document and records management system but for a number of reasons this is not available to everyone at the University.  You can however effectively manage records at a local level by following the basic principle that full and accurate records must be managed and kept for as long as they are required for business, legislative, accountability and cultural purposes.  Some records are more important than others so special attention should be given to those which have significant value whereas other records of less value or importance require proportionately less attention.

Watch Video – Business Classification Scheme (BCS)

Document Naming Conventions

Document naming conventions should be used when saving documents – if you name and describe your records consistently, everyone will have a better chance of finding them in the future.

Use language which is commonly understood by the entire team.  A meaningful title could consist of terms like project, process, activity or type e.g. response, request for info, report, or brief description of the content of the document.  Titles should describe the content in as much detail as necessary.

Watch Video – Managing shared drives and Document Naming Conventions