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CHAPTER 6:Management of Active Records: Classification

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CLASSIFICATION SYSTEM•Is a process of putting things – records of a similar subject or category – together. A classification, then, is a group of records related by common characteristics.

(Robek, Brown & Stephens, 2000)

•Is the process of assigning records to their appropriate place within a logical arrangement, enabling them to be identified. Classification implies giving records a unique identifier or reference number, assigned according to predetermined rules.

• Record officer will determine based on his/her knowledge/skills to choose the appropriate subject.

• Is the key of effective retrieval information / records

• Simple as possible easy to operate

• Permit additions and deletions

• Logically arranged by groups of related subjects

• Effective

• Installed with a view to economy

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CHARACTERISTICS FOR GOOD CLASSIFICATION SYSTEMS

• Two types of classification: a) Registry Classification System

b) Subject File Classification System- Administrative Files (Housekeeping)- Operational Files (Functional)

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TYPES OF CLASSIFICATION

An aid to services can result in better, faster, cheaper reference service where

complete files/records are produced quickly.

An aid to research Can make the proper arrangement of written accounts of

facts and events

An aid to documentation Can make the proper arrangement of written accounts of fact

and events

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BENEFITS OF A GOOD SUBJECT FILE CLASSIFICATION

An aid to preservation

Can speed up the identification and segregation of valuable records since selection will be easier

An aid to disposal

Can speed up the identification and segregation of files/records of limited usefulness

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An aid to economy

Can effect economies when it is applied to the whole organization by mass purchase of uniform equipment and supplies

An aid to personnel

Can permit the transfer of records personnel from one division to another or from one department to another, wherever situated without training.

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Subject File Classification

Subject file is a collection of papers on a specific subject or its specific sub-subjects collated & placed within a single file container under the logical arrangement of a subject classification plan.

-Sort with main series & sub series

- Based on hierarchical according to the subject / tiltle

- Easy to create index (cross reference)

Classifying records

Act of determining the subject/subjects under which the records are to be named, numbered, cross-referenced & filed.

SUBJECT CLASSIFICATION OPERATIONS

• Types• Fields • Locations• Categories• Organizations• Identify group• Custody or standardized the files/records

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SUBJECT CLASSIFICATION

a. Administrative files/records of an internal housekeeping nature.

b. Operational files/records created by a department or agency in carrying out its main functional role.

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CATEGORIES OF SUBJECT FILES

• Alphabetical systems

• Function and activity systems

• Administrative structure systems

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TYPES OF SUBJECT CLASSIFICATION SYSTEMS

• Dictionary Filing System

Examples:

Akaun JabatanBantuan KewanganCarta OrganisasiDewan PenyelidikanElaun PerkhidmatanJabatan KerajaanPeralatanRawatanZakat

• Encyclopedia Filing System

Examples:Primary Subject HeadingSecondary Subject HeadingTertiary Subject Heading

PERSATUANPERSATUAN DIIMBELANJAWAN

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ALPHABETICAL SYSTEM

Function and Activity Systems

• BANGUNANBaikpulihKeselamatanPembinaan

• SAMANSaman EkorSaman TrafikSaman Kecuaian

• LESENLesen Kelas BLesen Kelas DLesen Kelas B2

• PERKHIDMATANPengambilanTemudugaPencen

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Administrative Structure Systems

FINANC IAL H UM AN R E SOUR C E S R &D INFOR MAT IONSYST E M

OR GANIZAT ION

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• Open records – white

• Limited records – white with “limited” label

• Confidential records – green

• Secret – red with dark red cross marking

• Top secret – yellow with dark red cross marking

FILE COVER FOR CLASSIFIED RECORDS