A university-wide functional classification scheme has been developed for all 8 New Zealand universities to adapt and modify to better reflect our own institution, terminology and practices.
Consultation on this classification scheme is currently being sought from staff, and work is underway mapping existing file plans and schemes within the organisation to this new model.
What is a Classification Scheme?
A Classification Scheme (also known as a file plan) organises information into logical groups of information. It is used to describe and organise both electronic files in the shared drive and paper files.
Why do we need a Classification Scheme?
A classification scheme:
- Improves search and retrieval times for information
- Captures and structures information for use and reuse
- Reduces duplication
- Links records to the General Disposal Authority
- Provides context about a record or groups of records
- Provides consistent description and categorisation of records across paper and electronic formats
What does a Functional Classification Scheme mean?
A functional-based classification scheme focuses on the functions and activities of the university. The advantage of such a structure is that it is relatively stable in the long term and requires minimal adjustment if there is organisational change. It makes it easier to manage the records from time of creation through to disposal. Function-based classification is considered good information management practice and is widely used across public and private organisations.