Section 3.3 - Records Classification Procedures

General

Procedures

Determining the Subject/Function

Note: In both cases, read the document all the way through. The subject is not always obvious and is often indicated in the last paragraph or sentence. Do not read the “re:” line only as frequently the record is about another subject entirely, or other subjects are discussed.

Method 1

1. Determine if the document is an ARCS or an ORCS.
2. Scan the Table of Contents of the ARCS or ORCS manual. Select the appropriate primary section (e.g., Personnel, Silviculture).
3. Scan the section’s index of primary numbers and subjects. Select a primary number (e.g., 18000).
4. Turn to that number in the manual and read the scope note.
5. When there is difficulty determining a subject, think about where someone other than yourself would look first for the information.
6. Proceed to "Assigning Primaries and Secondaries" procedure.

Method 2

1. Choose one or more "key words” that describe the document’s subject.
2. Find the key word(s) in the alphabetic index at the back of the ARCS or ORCS manuals. The alphabetic index cross references key words and the primaries which have the word in the title or scope notes.
3. Proceed to “Assigning Primaries and Secondaries” procedure.

1. Turn to the suggested primary or primaries in the ARCS or ORCS manual.
2. Read the scope note and cross-reference notes of the primary or primaries. Is the material you are classifying described in the scope note?
3. If so, look at the secondary numbers to determine the most appropriate classification. Some things to consider: Is the material related to a case file? Is it information on a topic?
4. Refer to the retention schedule indicated for the secondary. If the secondary number does not have a specific schedule, then use the "default" schedule (this is the first schedule noted on the page). Ensure the schedule reflects the length of time you wish to keep the material.

   File the material, or create a new file if necessary. Note: ORCS secondaries usually list suggested coding or file arrangement.

5. If a secondary has not been opened and there are less than five documents on the subject/topic, file the document on the “-01 General” file.
6. If a document deals with more than one subject and should be placed on two or more files, cross reference the document by writing all the file numbers on the upper right-hand corner of the document, photocopy the required number, and place on the appropriate files. If the document has more than one page, photocopy the first page only and place the copies on the appropriate files. Place the complete document on the file that it is primarily related to.

References

• Administrative Records Classification System manual, "Introduction,” 2.1-2.2
• Operational Records Classification System manual (MOF)

Information Management Group, B.C. Ministry of Forests

Comments to: RMHELP
This page last updated: November 18, 1997.
URL: http://www.for.gov.bc.ca/tasb/manuals/recman/rm3-3.htm