Classification creates a logical, uniform approach or ‘common language’ that people can use to name, organise, retrieve and share information assets.
Classification schemes are also known as taxonomies. Specific types of classification schemes are known as ontologies.
Business classification
Your organisation can derive business classification terms by analysing its business processes. It can then use those terms to categorise business information.
This benefits your organisation by:
- identify information assets within their business context
- linking classifications to disposal, retention, access and security decisions
- retrieving information accurately and easily
- providing consistent terminology over time
- making it easier to reassign responsibility for records following administrative or organisational change.
Your organisation may use the analysis of its business processes to develop a Business Classification Scheme (BCS) or a Records Classification Scheme (RCS).
Both schemes are structured hierarchically and consist of the following components:
Functions
The first level of Business Classification.
Functions are the areas of responsibility that an organisation manages to fulfil its goals. They may also be known as business functions.
Functions may be unique to the agency, such as Citizenship Management, or may be common administrative responsibilities, such as Personnel Management or Research and Development.
Activities
The second level of Business Classification.
Activities are defined as the major tasks (processes) performed by an organisation to accomplish its functions.
Depending on the scheme used, transactions and topics are components that may also form part of the scheme.
Transactions
The third level of Business Classification.
Transactions are defined as the smallest unit of business activity. Transactions are often used interchangeably with Topics. This level is optional and may be categorised as free text when used for titling.
Topics
Topics are an aggregation of transactions or activities by subject, location, or other mutually exclusive groupings.
They may be used as a fourth level with a transaction or as a third level with an activity.
