We have been working on building a function based retention schedule for
our organization that we are now in the process of validating with
staff.  

 

The draft business classification we are now validating was designed
based on  research into similar types of schedules being created in
other organizations, direct knowledge of the types of records held in
the various departments in our organization that we gained by working
with staff in the past, review of legislation governing our organization
and documentation on our existing services, card sorting done by RM
staff using the existing branch based records schedule and ideas gained
from attending numerous workshops on schedule creation.  Feedback we are
now getting from interviews with key staff is helping us to further
refine the business classification and ensure staff are comfortable with
the record series groupings and terminology.  Our goal is to create a
classification which is easy to understand conceptually and is high
level enough to allow staff to create more granular folder structures
that will serve individual departmental needs.

 

I am evaluating whether there is any value in doing additional card
sorting to validate the draft schedule.  My impression is that card
sorting will be valuable when we come to the point of helping staff
reorganize shared drives and develop the more granular folder structures
they need, but for the high level classification we are trying to
introduce, I'm not sure we will ever get agreement through card sorts,
particularly when it comes to governance files that cross the
organization. 

 

I would be interested in getting opinions or comments on the value of
card sorting for building a high level functional classification like
this.

 

Annemarie 

Annemarie Toth-Waddell

Manager, Records Management Program

Office of Information Management

Information and Technology Services Division

Legislative Assembly of Ontario

Queen's Park

Toronto ON M7A 1A2

416-314-8515

email: [log in to unmask]

 


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