Re: Is there a trend to reduce the number of subject categories that are
available to users when declaring records? 

Response: A few observations and comments albeit quite general in the interest of brevity.  Traditionally records categories/file classifications go from the general to the specific however, I think it is really up to the organization to decide how far they want to drill down.  

As a very simple example illustrates, this could be deemed to be quite robust:

100- Fruit
100-0 Policy
100-1 Fruit - General
100-2 Fruit - Apples
100-2-1 Fruit - Apples - Green Apples
100-2-1-1 Fruit - Apples - Green Apples - Granny Smith
100-3 ............

Where this is not:

100- Fruit
100-0 Policy
100-1 General
100-2 Apples
100-3 Pears
100-4 Oranges
100-5 Tomatoes (yes a tomato is a fruit)

It would also depend on what type of organization or industry you work in, as to how specific you need to be.  I think that subject file classification systems are more robust then the new trend which is based on function, i.e. Library and Archives Canada Business Activity Structure Classification System (BASCS) http://www.collectionscanada.ca/information-management/002/007002-2089-e.html

Also, with Electronic Records Management Systems (ERMS) the burden or task of users having to actually know these categories and assign file numbers to records is alleviated, as the system does this for them, (should this function be enabled). In some organizations, records subject matter experts (SME's) do the grunt work for users and in others it is the users who actually assign file numbers to records.

It is also dependent on the size of the organization, whether you have a formalized records program, centralized vs. decentralized, electronic vs. paper etc.   

One would think that the more specific you are in categorizing a record, the easier it could be located. However there are budget and space constraints in doing this, if in a paper version.  In conclusion it really is a matter of preference, technology and knowledge.  Many organizations employees really are knowledgeable about their records and support the program and others couldn't care less, as long as they can find their records.  
John Gervais
613-946-0245
mailto:[log in to unmask]

The opinions expressed in this post are personal and do not represent that of my employers.

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