This document discusses different classification schemes and how functional classification can be applied to organize business information and records. It notes that while humans naturally classify, establishing clear rules is important. Functional classification is recommended as it groups all information and documentation for a particular business function or activity together. An example folder structure is provided, such as Human Resources/Performance Management/Recruitment. The document emphasizes that training staff on the classification rules is essential, as they cannot be expected to intuitively understand the system without guidance.
2. Human beings classify, it
is how our brains work
taxonomies
folksonomies
ontologies
biological classification
Dewey decimal system
3. As long as we know the
rules of classification it is
easy to achieve
But who makes the rules?
And what rules work best for business?
Let’s consider something simple first…
14. Functions can still be
ambiguous, but in business
they have many benefits
over…
15. XYZ Company
Corporate Services Directorate
Director
Operational Services Directorate
AB Unit
BC Unit
#Services Manager
Customer Support
Mary’s stuff
Help desk procedures
Minute to Services Manager
Operational Strategy Directorate
The dreaded
organisational structure
17. A functional structure
resolves these issues
The functions of the business stay the same
Everything for one activity is in one place
Organisations can share and find content
18. Function
Activity
Activity
Sub-activity
Sub-activity
Grouping
Grouping
Document title
Document title
For example:
Human Resources
Performance Management
Recruitment
Expressions of Interest
External advertisements
July 2010
August 2010
PN012345 – Business Analyst
PN045342 – Admin Assistant
What does this look like?
19. The only problem with
functional classification
Helping the organisation understand the
rules
21. Memo
To: Director,XYZ Company
From: Manager, Information & Records
Date: 12 September 2010
Subject: Proposal for RIM
Improvement Program
Background
Blah blah blah blah blah blah blah blah blah
blah blah blah blah blah blah blah blah blah
blah blah blah blah blah blah blah blah blah
blah blah blah blah blah blah blah blah blah
blah blah blah blah blah blah blah blah blah
blah blah blah blah blah blah blah blah blah
blah blah blah blah blah blah blah blah blah
type addressee
author
date
subject
Like the banana, which
characteristics do we use?
22. Characteristics provide
content and context
Some go in the folder structure for context
The document title explains the content
Together they inform the document
23. Our example
Memo
To: Director, XYZ Agency
From: Manager, Information and Records
Date: 12 September 2010
Subject: Proposal for RIM Improvement Program
Information Management (function)
Policy
Projects (activity)
RIM Improvement Program (sub-activity)
Business Case
Project Initiation (grouping)
20100912_RIM Proposal to Director_v1_approved
Proposed schedule for RIM program_DRAFT
24. Training is the answer
A simple explanation of the structure
Detailed examples specific to each area of
the business
25. We have to stop assuming
people will be able to work
out the classification rules
Document that defines top two layers
Read me file in top two layers of folders
26. And one last time…
Please train your staff, they aren’t psychic
and if they don’t know your rules they will
make up their own!