Records Management Unit

UTAS Business Classification Scheme

University Business Classification Scheme

What is a Business Classification Scheme?

A Business Classification Scheme (BCS) is a hierarchy of pre-defined terms, moving from broad business functions to more specific business activities. The functions represent the core operational and administrative business of the University and each function has a subset of activities which are undertaken as part of the function. There are clear descriptions for the functions and activities. Cross-references have been added to direct users to other related terms or more appropriate terms.

Why do we need a Business Classification Scheme?

A business classification scheme stipulates the use of controlled vocabulary to ensure that terms are used consistently. This facilitates searching, retrieval, disposal sentencing and reporting.

What can it be used for?

The Business Classification Scheme can be utilised by business areas to set up folder structures, both physical and electronic, share drives, wikis, shared email folders, intranet/extranet and workgroup systems. The BCS is integrated into HP Records Manager (HPRM), the University's Electronic Document & Records Management System.

What does a Business Classification Scheme look like?

The hierarchical view of the BCS

Business Classification Hierarchy 

The selection of the relevant terms from the classification in conjunction with a free text element provides the folder title.

Function + Activity (Sub-Activity) + Free Text Title = folder title

EXAMPLE: CONTRACTS AND AGREEMENT – Contract Management – Minor - FYB Pty Ltd – Business Classification Scheme Review Project 2015

It is important that the scope note is read to determine that you have selected the correct function and/or activity. The scope note also includes cross references to other terms that may be similar or lead you to preferred terms.

Business Classification Scheme Scope Notes 

Why are retention requirements included in the Business Classification Scheme?

Retention and disposal periods indicate a recommended minimum timeframe for retaining records for business purposes. This then enables people to make informed decisions associated to the documents/records and how they are managed going forward. For example, the suitability of the format of the record - does it need to be migrated as it is required to be kept for 50+ years.

Retention periods have been selected based on the requirements of the relevant legislation nominated in the retention schedule column or retention periods nominated by the Tasmanian Archives and Heritage Office (TAHO) in retention and disposal schedules.

The University can be confident that the retention periods nominated in the document will satisfy all legal and regulatory requirements as required under State and Commonwealth legislation and regulations.

What if I can't find a suitable classification?

The Business Classification Scheme is a dynamic reference tool that will require modification in order to reflect the changing activities and needs of the University.

Requests for changes should be referred to the Manager, Records and Information. Requests may be made for terms to be added or removed; notes to be further defined or cross references to be included. Terms are not deleted from the BCS configured in corporate systems, but they may be disabled (made inactive) so that they cannot be used to create new folders, but are available for future access to archived folders.

Before any additions are requested, the BCS must be checked to ensure an appropriate term does not already exist. All changes to the BCS must be approved and documented by the Manager, Records and Information.