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Business process and taxonomy

Records are evidence of business, so understanding business processes and 'who does what?' is essential to designing robust and comprehensive records creation and capture systems.

Classification based on business process analysis requires less change management over time. As a result organisations benefit by improved capture and management of documents and records, which in turn allows for enhanced implementation options, either within electronic document and records management systems (EDRMS) or existing business systems.

Controlling the expanding volume of records and information is a defining challenge for all organisations today. For organisations seeking greater control over corporate records, particularly digital records, Recordkeeping Innovation develops recordkeeping tools using business and work process analysis. Using either existing work process documentation or starting from scratch, using our business process analysis, we supplement work processes steps with:

• mandates, standards and requirements for creating, storing and maintaining documents and records,
• naming conventions for titling documents and records to improve information retrieval,
• access groups and permissions for robust document sharing within organisational privacy and security rules,
• disposal requirements for keeping documents in accordance with business rules and risks, and external regulations, laws or guidelines,
• links to process owners, participators and approvers for improved sharing amendment and approval of documents.

Designing recordkeeping tools using this method enables organisations to embed recordkeeping into existing work practices, enabling automated workflow, rather then "tack on" additional procedures.

Links and resources:

HB 5031 Classification
http://infostore.saiglobal.com/store/Details.aspx?ProductID=1456503

Cathy Ashton and Barbara Reed: 'Reinventing Records Classification' Information and Records Management Annual, RIMPA 2010
LInk forthcoming

Establishing a Best Practice Enterprise Classification Scheme
Classification white paper

The Importance of Best Practice Change Management in Enterprise Records Management.
Change Management white paper

ISO/TR 26122 Work Process Analysis for Records
http://www.iso.org/iso/iso_catalogue/catalogue_tc/catalogue_detail.htm?csnumber=43391