1. CHAPTER 6:
Management of Active
Records: Classification
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2. CLASSIFICATION SYSTEM
•Is a process of putting things – records of a similar subject or
category – together. A classification, then, is a group of records
related by common characteristics.
(Robek, Brown & Stephens, 2000)
•Is the process of assigning records to their appropriate place
within a logical arrangement, enabling them to be identified.
Classification implies giving records a unique identifier or
reference number, assigned according to predetermined rules.
• Record officer will determine based on his/her knowledge/skills
to choose the appropriate subject.
• Is the key of effective retrieval information / records
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3. CHARACTERISTICS FOR GOOD
CLASSIFICATION SYSTEMS
• Simple as possible easy to operate
• Permit additions and deletions
• Logically arranged by groups of related subjects
• Effective
• Installed with a view to economy
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4. TYPES OF CLASSIFICATION
• Two types of classification:
a) Registry Classification System
b) Subject File Classification System
- Administrative Files (Housekeeping)
- Operational Files (Functional)
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5. BENEFITS OF A GOOD SUBJECT
FILE CLASSIFICATION
 An aid to services
 can result in better, faster, cheaper reference service where
complete files/records are produced quickly.
 An aid to research
 Can make the proper arrangement of written accounts of
facts and events
 An aid to documentation
 Can make the proper arrangement of written accounts of fact
and events
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6.  An aid to preservation
Can speed up the identification and segregation of
valuable records since selection will be easier
 An aid to disposal
Can speed up the identification and segregation of
files/records of limited usefulness
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7.  An aid to economy
Can effect economies when it is applied to the whole
organization by mass purchase of uniform
equipment and supplies
 An aid to personnel
Can permit the transfer of records personnel from
one division to another or from one department to
another, wherever situated without training.
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8. SUBJECT CLASSIFICATION OPERATIONS
Subject File Classification
Subject file is a collection of papers on a specific subject or
its specific sub-subjects collated & placed within a single file
container under the logical arrangement of a subject
classification plan.
-Sort with main series & sub series
- Based on hierarchical according to the subject / tiltle
- Easy to create index (cross reference)
Classifying records
Act of determining the subject/subjects under which the
records are to be named, numbered, cross-referenced &
filed. 8

9. SUBJECT CLASSIFICATION
• Types
• Fields
• Locations
• Categories
• Organizations
• Identify group
• Custody or standardized the files/records
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10. CATEGORIES OF SUBJECT FILES
a. Administrative files/records of an internal
housekeeping nature.
b. Operational files/records created by a department
or agency in carrying out its main functional role.
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11. TYPES OF SUBJECT
CLASSIFICATION SYSTEMS
• Alphabetical systems
• Function and activity systems
• Administrative structure systems
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12. ALPHABETICAL SYSTEM
• Dictionary Filing System • Encyclopedia Filing System
Examples: Examples:
Primary Subject Heading
Akaun Jabatan Secondary Subject Heading
Bantuan Kewangan Tertiary Subject Heading
Carta Organisasi
Dewan Penyelidikan
PERSATUAN
Elaun Perkhidmatan
PERSATUAN DIIM
Jabatan Kerajaan
Peralatan BELANJAWAN
Rawatan
Zakat
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13. Function and Activity Systems
• BANGUNAN • LESEN
Baikpulih Lesen Kelas B
Keselamatan Lesen Kelas D
Pembinaan Lesen Kelas B2
• SAMAN • PERKHIDMATAN
Saman Ekor Pengambilan
Saman Trafik Temuduga
Saman Kecuaian Pencen
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14. Administrative Structure
Systems
O R G A N IZ A T IO N
F IN A N C IA L HUM AN RESOURCES R&D IN F O R M A T IO N
SYSTEM
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15. FILE COVER FOR CLASSIFIED
RECORDS
• Open records – white
• Limited records – white with “limited” label
• Confidential records – green
• Secret – red with dark red cross marking
• Top secret – yellow with dark red cross marking