Function-Based Classification: Model Development and Validation

Abstract

Classification is a key element of records management initiatives, ensuring systematic organization of documents and facilitates information retrieval. Records management initiatives are based on the lifecycle concept, which comprises of creation, usage, maintenance (classification and organization), appraisal, and disposal. However, classification system is not prevalent in records management compared to other information field such as library where the concept differed in application and connotations. Although classification is crucial for disposal purpose, research addressing the issue is scarce, as past studies limited their focused to the earlier part of the records' life cycle i.e. storage and retrieval. This study examines classification from a records-management perspective by adopting the qualitative approach. Also it discusses the development of functional based model and its validation. The proposed model consists of context and decomposed diagrams to illustrate classification processes. The process for validating the model consists of two phases. The first phase is the draft model by means of expert validation, conducted to validate the content and the context of classification process. The second phase of validation was aimed at validating the model in accordance with eight criteria. Further discussion of the findings concerns these seven criteria: content, scope, consistency, comprehensiveness, tailorability, process sequence , and overall impression. The findings revealed that the proposed model is a basic model that is crucial as a guidance for developing records classification. Moreover, the proposed model is timely, as there is as yet no such a model known as a functional model for classifying records.