The Curtin File Classification Scheme is a tool to be used to build the titles of all Curtin files to ensure consistency in file naming throughout the University.
To assist in the classification of records in common groups and to assist in the retreival process the Records and Archives Office has been utilising various classification schemes since 1991.
The use of a classification scheme ensures that Curtin University of Technology complies with the State Records Commission Standard 2, Principle 3 Language Control
The purpose of a classification scheme is to provide control and consistency over the vocabulary used for titling of files and indexing records. It does so by providing listing of approved terms for file titling and indexing. Knowing which terms to search on means that searches will be more efficient and retrieval of the right records is facilitated.
In Australia, the functional approach is embodied in the Australian Standard AS ISO 15489, Records Management, where it is applied to all aspects of records management. According to the standard, records are defined as:
Information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business.
The standard recognises that records are defined by their relationship to the activities that they document. This gives them meaning and context.
Classification is defined as:
Systematic identification and arrangement of business activities and/or records into categories according to logically structured conventions, methods, and procedural rules represented in a classification system.
It is clear that classification is a valuable records management tool that can be used for a variety of different activities. By applying classification schemes based on business functions, records can be indexed and titled and we can determine how they should be kept, how they should be stored, who should have access to them and how long they need to be retained.
While a one size fits all approach is not being forced upon all areas of the University this classification scheme is the core system for the University and it is recognised that specific areas may have requirements to add to and/or substitute other terms in their place. This process should be done in consultation with the central Records and Archives Office.
The file Classification Scheme is a starting point for the creation of files across the University, it is not meant to be a complete tool to meet every file title need and therefore does not try and provide for every file title across Curtin. The Classification Scheme is not an index of file titles but simply a tool to assist staff to consistently title files and build the areas file index.
The following is the current classification scheme available in three formats used by the Records and Archives Office
