Classification plans

A classification plan is a structured system for categorizing information. Your team’s shared drive folder structure is an example of one. Classification plans organize your teams’ files so they are easy to find and manage.

A well-structured classification plan:

• Helps employees find and file records quickly
• Makes it easier to apply retention schedules
• Provides a consistent structure for managing records across your organization

A classification plan is structured like a hierarchy, organizing records from broad categories to more specific subcategories. This helps teams store files in a logical way. 

Each organization’s plan is based on its main areas of work, with subcategories that reflect specific activities and document types.

Where to start

Most organizations have similar core functions. The following classification plan provides a starting point for organizing common records.

• Administration (Function)
• Facilities and Asset Management (Function)
• Financial Management (Function)
  • Accounts and Banking (Activity)
  • Budgeting (Activity)
    • Approved budgets (Record)
    • Budget estimates (Record)
  • Funds and Grants Administration (Activity)
  • Procurement (Activity)
  • Spending Authority Administration (Activity)
• Human Resources Management (Function)
• Information Technology Management (Function)
• Access, Privacy, and Information Management (Function)

This recommended plan makes records management easier by building retention rules into each activity level. For a detailed breakdown of each function, refer to the Classification Plan and Retention Schedules for Common Records (CPRS) (publication).

Make it your own

This structure provides a starting point, but organizations can adjust it to fit their needs. The key is keeping records organized and linked to the right retention schedules.

If your organization creates unique records that do not fit under the classification plan for common records, you can create new retention schedules.

For help with classification plans and retention schedules, contact an Information Strategist at the Provincial Archives.