At 04:47 AM 19/12/2006, Maureen cusack wrote: When you really inspect 
some schemas - like DIRKS - the definition may seem workable on paper 
but then little aspects that don't work for your organization can 
trip you up and make the whole proposition unworkable.

DIRKS is not a schema but a computer based methodology. If the 
business processes are fully documented as part of undertaking 
analysis of your business processes then such a study will work. Gaps 
may arise if past business functions and activities are not 
documented to consider older records and information management 
resources, which still have to be managed. If your Information 
Technology area is involved in undertaking an analysis of business 
processed they I would strongly recommend they utilise the DIRKS 
questions which can be obtained from the National Archives of 
Australia website or New South Wales State Records website. I would 
also recommend records managers get involved in such a study as both 
parties can work closely together and achieve a great understanding 
of the business including records and information. Records staff can 
develop a functional based classification scheme and the IT staff can 
use the outcome to develop more efficient and effective systems 
including the information architecture for the organisation.

The biggest issue I see with functional based classification is it 
that requires cultural shift from current practices which are often 
unstructured, ad-hoc and subject based. It also requires files to be 
broken down into more specific functions and activities. In 
subject-based classification I frequently find files have multiple 
disposal classes such as a file for occupational health and safety as 
described in the example below:
1. Advertising which only needs to be kept 2 years
2. Committee minutes, which are required to be kept for 10 years.
3. Routine inspections to be kept 7 years
4. Hazardous materials, which are a State archive.
(Disposal timeframes quoted are based upon New South Wales General 
Disposal Authority 2: Administrative Records)

I favour function, activity and then subject descriptor with free 
text to follow.

Jenny Evans

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