TITLE:
Records and Information Management: The Requirement for Functional Classification
AUTHORS:
Zawiyah M. Yusof, Umi Asma’ Mokhtar
KEYWORDS:
Records and Information Management, Function-Based Classification, Classification, Life Cycle
JOURNAL NAME:
Open Journal of Social Sciences,
Vol.3 No.3,
March
31,
2015
ABSTRACT:
Records and information management (RIM)
has gained its importance when it is proven capable in helping organisations to
remain competitive and increase their accountability, transparency and
integrity. RIM is practiced based on the life cycle concept which embraces
creation through disposal where classification falls in between. Currently,
most RIM systems are without classification as the systems were developed
without considering the importance of the concept. Literature in RIM has proven
that classification is crucial to guarantee the effective implementation of RIM
and according to the current best practice. This paper seeks to find out how
classification system is developed in public organizations in Malaysia followed
by a proposal of a function-based model which seems more stable compared to subject-based
classification. Function-based classification is chosen over the subject-base
one since its ability to ease the of classification and retrieval processes.
Also, function-based classification provides context for records rather than content
other than aids appraisal and disposal activities and support the proactive
management of records. This study adopts qualitative approach to explore the
identified case study, by using interview and content analysis techniques.
The former technique was used to sought the requirement for developing the
function-based classification system whilst the later was used to aid the
development of the propose model. Both the techniques have proven that the
function-based classification system and a model are essential for public
organizations in Malaysia in particular and elsewhere in general.