I would respectfully disagree with John about subject files, particularly in law firms. Law firm files are divided by the type of work done which prima facie looks like a subject. In fact, each requires a different business process, i.e., under the function of litigation, appellate litigation is different from criminal which is different from civil litigation. I have never seen a law firm classification that was not in fact related to function and business process.

The work I have done with consulting firms, architecture firms, engineering firms, even the work I did with Doculabs all indicated that the business process was different for each type of project. Under the business process the records series may be different by industry, again because the process is slightly different. I don't think project files are best classified as subject files either.

The example of whistleblowing is another very good example of how the business process for this activity is different from other types of processes within the organization. Again, the function is different.

My own advice is that when you find yourself using the term "subject" in records management, ask yourself if there isn't really a better way to get at the issue at hand. I have even stopped putting the term "subject files" anywhere near file plans and the like. I prefer "reading files" because it indicates that the content is part of the business process of keeping oneself informed about the outside world rather than inside the organization.

Best wishes,
Carol
Carol E.B. Choksy, Ph.D., CRM
CEO
IRAD Strategic Consultant. Inc.
(317) 294-8329

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