Local Government Classification Scheme v1

1. Local Government Classification Scheme v1 The structure that underpins local government record keeping

2. Overview • What and why classify • Reasoning behind the Local Government Classification Scheme (LGCS) • Links to IPSV

3. What is it ? Scheme that groups together information that is similar to aid in its retrieval and management.

4. Why classify ? • Freedom of Information Act: Section 46 If you want to comply you need it. • Publication Scheme Specify classes of information which the public authority publishes or intends to publish • Good practice as outlined in ISO 15489 International standard on records management

5. Records Management needs classification Classification helps to manage information; • Provide a consistent structure to support the capture of context • Storage • Supports access/security controls • Eases identification of duplication • Can automate publication into publication scheme/web • Automate the inclusion of metadata • Disposal • Security

7. The LGCS is; • Internal facing scheme • For all local authorities • This however does not mean you need to use it all • Gets you 80% of the way • You need to sell it to users and business leaders • Basis to create your file titles • Combination of theoretical and practical • Intended for expansion

8. FAT CAT F = Function (Or C = Case/Client ID) A = Activity related to that function/client T = Transaction related to the activity

9. CAT (about people, places and cases)

10. FAT • The lower levels need to be agreed in consultation with the users • Try not to go to deep

11. Adult Services Children Services Crematoria and Cemeteries Consumer Affairs Council Property Democracy Economic Development Education and Skills Emergencies Environmental Protection Finance Health & Safety Housing Human Resources Information and Communication Information Management Legal Services Leisure and Culture Management Planning and Building Control Procurement Registration and Coroners Risk Management and Insurance Transport and Infrastructure Waste Management First level terms

12. Next steps • Security levels • Map retention details

13. Thanks Tony May Documents Manager Hertfordshire Tony.may@hertscc.gov.uk

14. E- Client file Example of using for client files

15. What do we currently have Coded data Database Oracle Internal Paper Forms • Paper records • Reports • Letters Structured Forms Unstructured Documents Shared drives Electronic forms DOH/DFES Forms Personal drive Email

17. ESCR To support ESCR we need to have a defined structure to support the management of the records/documents. This structure needs to group information together to simplify; • Security/access • Retention/disposal • Integration • Finding the records quickly

18. FAT CAT F = Function (Or C = Client ID) A = Activity related to that function/client T = Transaction related to the activity

19. High level splitAdult and Children Initial split supports; • Finding • Retention • Access • Department

20. Classification scheme(File plan, Information structure) • Used by staff to put records into system • Automates data capture; • Security • Disposal • other metadata • Reduces duplication

21. Retention/Disposal • The retention of the records would be part automated by placing into a folder; • Looked after in care 75 years from file closure • Child protection 35 years from closure • Longest period taking precedence • Or for certain folders we can set disposal earlier (ie finance information)

22. Getting information in to scheme ?

23. Linking with IRIS – Folder button • A button held on the toolbar • Takes staff directly to the folder contain the records • Works by transferring a database query <oracle ID> to hyperwave • This automates the search and pops up required folder • Security by trusted access or re