Home  »  Archival tools  »  Classification Systems

Classification Systems

What use is there behind the setting of a classification plan for administrators and current users ?

The principal advantages ar

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)

This 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”.

Création et développement du site Web Design Tunisie