1. Classification of information No. 6 The purpose of categorising records is to distinguish their place and value in the business and is based on the following aspects: V The physical volume of the group of records being evaluated A The degree of activity or reference to the record L Legal requirements U Use the document that provides all the evidence that needs to be captured when there are a number of similar documents E The economics of retention—retention costs may exceed the penalty for

2. All records within a business can be categorised into three main areas: transitional documents, business documents and knowledge documents.  Transactional documents are low-value, routine documents used for everyday transactions, such as general customer correspondence, financial documents and billing records that are closely related to core business function  Business documents are medium to high value documents, such as policies and procedures, agreements, contracts and human resource records.  Knowledge documents are high-value documents and are mostly the same as business documents. They are managed intensively initially, and then appraised and moved into either secondary or archival storage environments

3. Classification schemes The purpose of a classification scheme within a record- management system is to:  help staff determine where to file records  assist in accessing and retrieving records  allow sorting of documents into a logical sequence  help keep track of document versions  meet statutory and other compliance requirements.  Classification schemes for both paper and electronic filing should be easy to understand and follow, otherwise staff will not use them correctly, which will result in lost files and large amounts of time spent on searching for them.

4. Naming conventions  The title, or filename, allocated to a file must reflect the content of the document and should make any file easily distinguishable from another. It should also make sense to any person who sees it, not just the person responsible for saving the document. To make certain this occurs, many organisations have specific guidelines set down in their policies and procedures manual.

5. Question- BSBINM201A 2.3  Explain the purpose of a classification scheme  Compare the differences between transitional documents, business documents and knowledge documents

6. Maintaining the integrity of systems  Once a suitable system has been established, file-management control measures are implemented to protect all records. Areas contributing to difficulties in maintaining the integrity of records include:  failing to maintain compliance  disposing of records inappropriately  altering records  not meeting accountability requirements  breaches of privacy  natural disasters  deliberate or illegal destruction of records  inadequate record-keeping systems.

7. Digital signatures  Signed documents are critical to the operation of a business, as they provide a lasting record of decisions taken with customers and suppliers, and demonstrate compliance with various laws and regulations. With the increase in global transactions, businesses now expect employees and clients to be able to sign documents directly from their desktop or mobile device from anywhere in the world.

8. Digital signatures  Because electronic records require the same compliance requirements as paper records, simply adding an electronic signature—an image of the writer’s signature— is not acceptable, as it does not guarantee that the document has not been altered.  To overcome this, organisations are using digital signatures that seal any electronic document and guarantees it is tamperproof through the use of a cryptographic algorithm that creates a ‘fingerprint’ on the document.  Look at fig 4.26 page 205 now

9. Version control  Version control is used to track any changes that occur to a document and keep a record of its distribution throughout the document’s development and subsequent revisions. This is to ensure that everyone is using the latest copy of a working document. For organisations with an eDRMS, version control is a built-in feature.