Records creation and collection - Classification

To facilitate a wide range of records management activities, including identification, capturing and retrieval of records, security and access control, records should be systematically organised according to a records classification scheme (also called a file plan), which is a plan for logical arrangement of records according to one or more of the following: business functions, activities and contents of the records. It includes a coding system expressed in symbols (e.g. alphabetical, numerical and alpha-numerical) to show the logical relationship amongst the records. An effective records classification scheme is conducive to effective records management.

Records are divided into administrative records and programme records.

Administrative records are records created or received during the course of day-to-day administrative activities that deal with finance, accommodation, procurement and supply, establishment, personnel and other general administrative activities. Records of this nature are common to B/Ds. All administrative records should adopt the standard classification scheme promulgated by GRS.

Programme records are records created or received by a B/D whilst carrying out the primary functions, activities or mission for which the B/D was established. Records of this nature are unique to each B/D.