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How do I organise my records and information?

The University has a tool specifically designed for this purpose, the Business Classification Scheme (µþ°ä³§).Ìý

The BCS groups information by functions and activities such as strategy, marketing or teaching instead of arranging information by where it sits (like a unit structure).

This makes it easier to find, manage, and apply the right rules to information; how long to keep it, who can access it, and how it should be protected.Ìý

In simple terms, a BCS provides a consistent framework so everyone manages information in the same organised way across the University, across time.

It can be applied to wherever you store information – including SharePoint, Teams and OneDrive.Ìý

Organised information means we can:

• FindÌýthe right information, right time, right place
• Accurately classify and secure our information
• Control access to information
• Keep as long as needed to meet our needs
• Maintain business continuity through team or organisational change
• Meet legal and compliance °ù±ð±ç³Ü¾±°ù±ð³¾±ð²Ô³Ù²õÌý

How do I use the BCS in practice ?

The BCS has a list of terms to use to group your information, whether that's an inventory in a spreadsheet or the structure of folders and information. For example, use the BCS 'functions' (high level business terms) on page 2 to create containers that apply to your area of work (and information).Ìý

1. GroupÌýrecords & information by what it is, not who made it
   • Functions = what it does e.g. Teaching ANDÌýÌý
     • Activities = what it delivers e.g. Course Delivery AND (optional)
       • Subject/Topic = what it is about e.g. 2026 Study Guide
2. LinkÌýthese to retention and disposal authorities
   • How long must I keep this?
3. ¶Ù±ð³Ù±ð°ù³¾¾±²Ô±ðÌýifÌýcontrols should be applied
   • How should the information be classified?
   • Who should have access?
   • Who can do what with it? e.g. read, edit, share, delete

Is there guidance on how to title my documents?

Yes, refer to theÌý91É«ÇéƬ Titling Guidelines for best practice examples.

Using a consistent structure when titling documents means we can:

• Find information faster
• Understand context at a glance e.g. what and when it is about
• Help others understand your work e.g. version and status
• Keep things consistent across teams
• Manage obligations such as; retention & disposal, access, security, privacy and legal needs

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What if I need help using the BCS?

Contact the Records Team for assistance.Ìý