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What use is there behind the setting
of a classification plan for administrators and current users ?
The principal advantages are :
Short/middle term advantages
 accelerating the arrangement process of
records by taking hold of a classification and shelving system for all genres of
records regardless of the medium used (paper, floppy discs etc…) ;
speeding up records location and
identification operations ;
ensuring more protection for records and the
information included : well-arranged records allow an easy location, and this,
in turn, makes it possible to apply adequate security measures (i. : access to
confidential information) ;
allowing a more rapid and efficient
decision and action taking relying on a thorough exhaustive use of the records
and the information included ;
reducing the possible impact of staff change
on the system functioning so as to ensure continuity ;
increasing the administrative
efficiency of the body by ensuring a smooth running of its activities.
Long term
advantages
accelerating the identification process of
records intended for permanent preservation, and which will be consulted by :
- the body’s administrators for administrative ends ;
- researchers for historical ends.
Allowing protection and access to the
documentary heritage of Tunisia so as to document the activities of the state
and of its institutions throughout ages ;
Safeguarding the memory of public
institutions for historical ends.
The classification plan is a
hierarchical structure which allows the classification, arrangement and location
of the various records or record groups. Classification, here, relies on the
identification and regrouping of similar elements using common characteristics
such as function or subject and according to their nature, structure or content.
Common records / classification plan :
( Prime Minister,s Order or 29 December 2001)
CThis plan is conceived with regard to main categories called “classes”. This
enables us to group records of the same type according to the body’s functions.
The advantage of this genre of classification is that its functions are
generally stable throughout time undergoing little or no effect as a result of
the organisational changes which might affect the organisation chart.
The classification plan is conceived according to a logical and flexible
hierarchy. It proceeds from the “general” to the “specific”, a principle which
allows the use of up to (4) levels of regrouping taking into consideration
certain specific needs or the volume’s
requirements.
The hierarchical structure is accompanied by a numerical numbering offering up
to (9) possible ramifications for each classification level. Each element of
this numbering system is called “classification index” or “reference number”.
The hierarchical structure makes it possible to better understand how a major
function of the system logically subdivides into more specific activities. It
helps ensure continuity in the way used to document the evolution of the
system’s activities. It helps also better identify and interpret the information
placed within its original context. Each document, then, occupies only one
position at its hierarchical level, thus facilitating its filing and location.
The plan used for the classification of common records (Prime Minister’s Order
of 29 December 2001) is presented in a hierarchical form : each level (class,
sub-class, division
and sub-division) is indicated by means of a heading and a classification index.
| Class
:
|
3000 Financial
resources management
|
| Sub-class
:
|
3100 Budget
elaboration
|
| Division
:
|
3170 Budget change
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| Sub-division
:
|
3171 Application for
extra credits
|
The index allows
a direct location of the structure of the classification plan at the
hierarchical level.
Descriptors, accompanied by a classification index, are arranged depending on an
alphabetical order. They can, however, be accompanied by links towards other
more appropriate or associated terms, offering a wider range of possibilities. |
