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Local Government Classification Scheme v1. The structure that underpins local government record keeping. Overview. What and why classify Reasoning behind the Local Government Classification Scheme (LGCS) Links to IPSV. What is it ?. - PowerPoint PPT Presentation
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Local Government Classification Scheme v1
The structure that underpins local government record keeping
Overview
What and why classify Reasoning behind the Local Government
Classification Scheme (LGCS) Links to IPSV
What is it ?
Scheme that groups together information
that is similar to aid in its retrieval and management.
Why classify ?
Freedom of Information Act: Section 46If you want to comply you need it.
Publication SchemeSpecify classes of information which the public authority publishes or intends to publish
Good practice as outlined in ISO 15489 International standard on records management
Records Management needs classification
Classification helps to manage information; Provide a consistent structure to support the capture of
context Storage Supports access/security controls Eases identification of duplication Can automate publication into publication scheme/web Automate the inclusion of metadata
Disposal Security
The LGCS is;
Internal facing scheme For all local authorities
This however does not mean you need to use it all Gets you 80% of the way
You need to sell it to users and business leaders Basis to create your file titles
Combination of theoretical and practical Intended for expansion
FAT CAT
F = Function (Or C = Case/Client ID)
A = Activity related to that function/client
T = Transaction related to the activity
CAT (about people, places and cases)
FAT
The lower levels need to be agreed in consultation with the users
Try not to go to deep
First level terms
Adult Services Children Services Crematoria and Cemeteries Consumer Affairs Council Property Democracy Economic Development Education and Skills Emergencies Environmental Protection Finance Health & Safety Housing
Human Resources Information and
Communication Information Management Legal Services Leisure and Culture Management Planning and Building
Control Procurement Registration and Coroners Risk Management and
Insurance Transport and Infrastructure Waste Management
Next steps
Security levelsMap retention details
E- Client file
Example of using for client files
What do we currently have
StructuredForms
Coded dataDatabase
UnstructuredDocuments
InternalPaper Forms
Electronic forms
DOH/DFESForms
Oracle
Shared drives
Personal drive Email
Paper records•Reports•Letters
ESCR
To support ESCR we need to have a defined structure to support the management of the records/documents.
This structure needs to group information together to simplify;
Security/access Retention/disposal Integration Finding the records quickly
FAT CAT
F = Function (Or C = Client ID)
A = Activity related to that function/client
T = Transaction related to the activity
High level splitAdult and Children
Initial split supports; Finding Retention Access Department
Classification scheme(File plan, Information structure)
Used by staff to put records into system
Automates data capture; Security Disposal other metadata
Reduces duplication
Retention/Disposal
The retention of the records would be part automated by placing into a folder; Looked after in care 75 years
from file closure Child protection 35 years from
closure Longest period taking
precedence Or for certain folders we can set
disposal earlier (ie finance information)
Getting information in to scheme
?
Linking with IRIS – Folder button
A button held on the toolbar
Takes staff directly to the folder contain the records
Works by transferring a database query <oracle ID> to hyperwave
This automates the search and pops up required folder
Security by trusted access or re
