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Functional classification of files and records has several advantages and disadvantages. Key advantages include that functional categories do not change over time, files can be easily identified and retrieved without affecting the classification, and the transition from paper to electronic systems is simpler. However, implementing a functional classification requires organizations to undergo a cultural shift in attitudes and practices. Additionally, relating the functional structure to existing organizational structures can seem abstract, and some may feel a loss of personal control over files.

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Bikash Malhotra
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20 views

Pro 3

Functional classification of files and records has several advantages and disadvantages. Key advantages include that functional categories do not change over time, files can be easily identified and retrieved without affecting the classification, and the transition from paper to electronic systems is simpler. However, implementing a functional classification requires organizations to undergo a cultural shift in attitudes and practices. Additionally, relating the functional structure to existing organizational structures can seem abstract, and some may feel a loss of personal control over files.

Uploaded by

Bikash Malhotra
Copyright
© Attribution Non-Commercial (BY-NC)
Available Formats
Download as DOC, PDF, TXT or read online on Scribd
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Advantages and Disadvantages of Functional

Classification
In the 'bad old days' before electronic systems swept all before them, many organisations
had a registry which controlled, named, tracked, retrieved and stored paper files and was
staffed by file clerks. Success depended upon the skills and care of the organisation's
administrators but in practice this was often variable. It did mean that with suitable
permissions and controls many members of staff could share the information that the files
contained (although not simultaneously). Electronic systems, especially desktop PCs, did
away with all of this, but did not really replace it with anything comparable. It was not
thought necessary. Changed days have changed requirements. One way of looking at a
corporate file plan is as technique for re-asserting control over corporate information
assets.

Advantages

• The Model Publication Schemes to which most Universities and post-16 Colleges
in the UK have signed up are organised by function. It was the only way in which
such templates could be devised given the great variety of organisational
structures. The main functional high-level categories in Scottish Higher Education
are:

1. GENERAL INFORMATION
2. ACCESS TO INFORMATION
3. GOVERNANCE
4. FINANCIAL RESOURCES
5. CORPORATE PLANNING
6. PROCUREMENT
7. MANAGEMENT OF RESEARCH
8. COMMERCIALISATION AND KNOWLEDGE TRANSFER
9. HUMAN RESOURCES
10. PHYSICAL RESOURCES
11. HEALTH AND SAFETY
12. SUPPORT FOR DISABLED PEOPLE
13. STUDENT ADMINISTRATION AND SUPPORT
14. TEACHING QUALITY
15. INFORMATION SERVICES
16. EXTERNAL AND COMMUNITY RELATIONS
17. GOVERNMENT AND REGULATOR RELATIONS

The Colleges' version is very similar except that Category 7 has been removed.
JISC Legal's website gives the links both to those for Scotland and the rest of the
UK.

• Functions do not change over time


• Files can be easily identified and used without affecting the fileplan classification
• There is a greater spread of ownership
• There is better search and retrieval of information
• The transition from paper to e-systems becomes simpler and more transparent
• New functions can be added
• Work processes are identified and mapped
• A fileplan and taxonomy has to be devised as part of the preparation for electronic
document and records management systems

Disadvantages

• Implementing such a system across an institution requires a cultural shift in the


organisation and attitudes. It also requires confidence in the systems in place. It is
both an organisation and a people issue.
• To the 'first-timer' the relationship between the organisational structure in
Departments, schools and faculties which is easily understood does not relate
immediately to the corporate file structure by function. This appears to be an
intellectual abstraction rather than a business tool. The curious thing to say is that
once in place such a system it becomes almost second nature, because it removes
the uncertainty of 'What shall I call this, and where shall I file it so that I can find
it again?'
• The major hurdle to be overcome is the perception that work is 'my work' rather
than part of a bigger business process which must be shared (and in practice
usually is). The key is not who owns the work, but how the work is done.
• Older ways of organising files by subject, creator or department become
irrelevant, and the feeling of personal loss of control of file taxonomy has to be
counteracted by making it easier to retrieve and share all information.

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