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What is Classification?

Classification is the process of systematically organizing information to improve managing, storing, and accessing information overtime. A classification plan is a tool that departments can create to promote consistency by standardizing how they manage records. 

There are three characteristics of a good classification plan. First, it should accurately document the activities your department performs. Second it should be uncomplicated and use recognizable lanaguge. Finally, it should be stable enough to manage change within a department without major revisions.

What is a Functional Classification?

There are many types of classification systems, such as subject, topic, organization, function, etc. Function based classification plans organize records based on the work processes that a department performs. As such, it is considered records management best practice to adopt a function based approach to organizing records.    

Process for creating a file classification plan

There are nine steps to creating a classification plan:

1. Project Planning
2. Gather Information
3. Identify and Document Functions
4. Identify and Document Activities and Sub-Activities
5. Classify Record Series
6. Create a File Coding System
7. Identify and Document Records Retention and Disposition Requirements
8. Identify and Document Access
9. Identify and Document Storage

Each of these steps is described in detail in the  canvas course designed by the Records Management Archivist.