In records management, records are classified according to the business functions and activities which generate the records. This functional approach to classification means that classification can be used for a range of records management purposes, including appraisal and disposal, determining handling, storage and security requirements, and setting user permissions, as well as providing a basis for titling and indexing.
Keyword AAA: A thesaurus of general terms (1998) and Keyword for Councils: A thesaurus of local government terms (2001) support a functional approach to records classification, titling and control.
A thesaurus is a tool that supports the classification and management of records, usually at the file level. In a keyword thesaurus:
- keywords describe broad business functions
- activity descriptors describe business activities
- subject descriptors describe subjects or topics that connect related business transactions.
The purpose of these guidelines is to assist staff of public offices and consultants to develop, implement, maintain and review a keyword thesaurus for use in records management.
The guidelines also provide information on the key concepts underlying the use of, and component parts of, a keyword thesaurus.