Overview

Definition of File Classification

A classification scheme describing different types of folders maintained in an office, how they are identified, where they should be stored, how they should be indexed for retrieval, and a reference to the approved disposition for each folder.

Cabinet / Subject – A container to contain the list of File References and Records to facilitate retrieval and management of Access Rights.

File Reference – A File / Folder to contain the list of records

Record – A document / record e.g. Email, PDF File, MS Word Document

Types of Classification

• Cabinet Classification – identifies the main functions of an organization and then breaks these down to activities and transactions.  This is the least likely to change over time.  Record Manager find this easy to use, however, it is sometimes difficult for the user to understand.                                           
• Subject Classification – Focuses on the subject of the document or the records rather then the function.  One good example is classification that is currently used by libraries to classify books. This is the most commonly used classification in most organizations.                                                               

The table below lists down the differences from all classification types that are used in KRIS.