Yes. Allow Legal to be separate and their clients may be the company and
its affiliates or offices. I am doing the same thing you are. I've
created an application that permits dynamic, but structured classication
that goes down 5 levels. 3 levels satisfies most needs but not all.
FYI, do not base your corporate classification system on organizational
structure but rather on function. Organizational structure is dynamic
and constantly changing; but, the same functions must still be
accomplished. You can contact me directly if you want to talk in more
detail.
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Joanne DeRepentigny
Sent: Thursday, April 14, 2005 6:36 AM
To: [log in to unmask]
Subject: Advice on classification system for corporate legal department
Good Morning fellow listservees,
I am an active follower of the postings on this listserv and have posted
a time or two before and received great advice and suggestions. Once
again, I come to the knowledge hub to seek guidance on a particular
matter.
I am in the process of establishing a corporate wide classification
scheme. Progress has been slow but steady. The structure is a
three-tier function based classification scheme (primary=function,
secondary=activity, tertiary=subject).
The initial area inventoried and analysed was governance (i.e. Board
documents, Committee Documents, Policy Development and Application,
Incorporation, Annual Reports, etc). The challenge is we have a newly
minted corporate legal department who are now part of Governance and
have to be included into the file plan. I have presented them with a
proposed structure based on the same premise as that of the organization
and they have expressed the fact that the function based system simply
will not work for them.
Most of these lawyers are from firms and are used to
client/matter-centric RM. I have tried the route of saying we are a
pension company and not a law firm but that really didn't hold that much
water with them.
My question is, what would be the best structure for the legal
department's file plan and classification system. Noting, that I do not
wish to compromise the months of work and the integrity of what I have
already developed for the organisation. Can I make an exception for
this department and keep the three tiers but redefine the parameters?
That is, primary=client, secondary=subject, tertiary=function and just
document the exception to structure?
Any guidance, examples, or advice would be most appreciated and welcome.
Thank you
Joanne de Repentigny
Records, Information & Office Management OMERS One University Avenue,
Suite 700 Toronto, Ontario M5J 2P1
E-mail: [log in to unmask]
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