Functional classification scheme for records. FCS: a way to chart documented knowledge in organizations
| Published date | 06 July 2012 |
| Date | 06 July 2012 |
| Pages | 116-129 |
| DOI | https://doi.org/10.1108/09565691211268171 |
| Author | Johanna Gunnlaugsdottir |
| Subject Matter | Information & knowledge management |
ARTICLES
Functional classification scheme
for records
FCS: a way to chart documented knowledge
in organizations
Johanna Gunnlaugsdottir
Department of Library and Information Sciences, University of Iceland,
Reykjavik, Iceland
Abstract
Purpose – The purpose of this paper is to present the findings of studies conducted during the period
1986-2010 in 75 Icelandic organizations on how employees classified or did not classify information
and records.
Design/methodology/approach – A qualitative methodology was used, involving open-ended
interviews, participant observations and internal documentary material.
Findings – The studies revealed that very few of the organizations used a functional classification
scheme (FCS) organization-wide to classify records when the data collection took place. When FCS was
not used, records were variably stored unclassified or were classified by the employees according to
individualistic schemes made up by themselves. It was further discovered that influential factors in a
successful implementation of FCS were user participation in designing FCS, proper training and top
management support in its use.
Practical implications – The findings could be practical for organizations that intend to improve
information and records management and to maximize efficient retrieval of records for business and
legal purposes. They could be a starting point in successful introduction of FCS in organizations, both
in Iceland and abroad.
Originality/value – There is a lack of systematic analysis of studies on classification of records and
FCS, not only in Iceland but in other countries as well. The findings provide new knowledge on how
employees classify or do not classify records and use or do not use FCS and of which are the most
influential factors in a successful implementation of such schemes.
Keywords Classification,Classification schemes, Functionalclassification schemes,
Information management, Records management,Implementation, Iceland
Paper type Research paper
Introduction
A uniform functional classification scheme (FCS) for records is one of the most
important tools in information and records management in organizations. With FCS
the activities of an organization are charted or mapped and accurately and usefully
reflect the work that is performed. Such a scheme embraces all records that belong to a
certain case file and all the documented information that pertains to it, both in an
electronic format and on paper.
The main purpose of this paper is to present the data collection and studies that
took place over a long period of time, where the ways of classifying records by
The current issue and full text archive of this journal is available at
www.emeraldinsight.com/0956-5698.htm
RMJ
22,2
116
Received 5 April 2012
Accepted 14 May 2012
Records Management Journal
Vol. 22 No. 2, 2012
pp. 116-129
qEmerald Group Publishing Limited
0956-5698
DOI 10.1108/09565691211268171
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