Functional classification scheme for records

User difficulties working with a business classification scheme: a case study

Purpose

– The purpose of this paper is to provide a unique perspective into user difficulties working with the functional business classification scheme (BCS) to register, search and retrieve corporate information at the Western Australia Police (WA Police).

Design/methodology/approach

– This paper is a single case study. Questionnaire and interview data were collected and analysed from a sample of ten EDRMS users on their perspectives of working with the BCS. An interpretive analysis methodology was used, and inductive reasoning was used for thematic analysis and sense making of the textual data from the transcripts.

Findings

– Although the research participants were confident working with the BCS, they reported difficulties finding an appropriate folder that matched the information to be classified and deciding where to file the information. Participants reported that the design and structure of the BCS and training were identified as areas needing improvement.

Research limitations/implications

– Paradigm shifts in the record-keeping role from the professional to the user may have some bearing on the difficulties users face when dealing with their record-keeping responsibilities. The participants provided comments and suggestions for how to make the BCS more user-friendly, more meaningful and more aligned to the business processes of the users that are practicable and workable solutions for the records professionals to implement.

Practical implications

– This paper provides a unique user perspective of a BCS, their difficulties working with it and how these difficulties can be resolved in a government organisation.

Originality/value

– This paper provides a unique user perspective of a BCS, their difficulties working with it and how these difficulties can be resolved in a government organisation.

Functional classification

Purpose

– The purpose of this paper was to uncover the various difficulties that record-keeping professionals face when they maintain and use functional classification (FC) in Finnish public-sector organisations. An additional aim was to find out how they handle those difficulties in the course of their work.

Design/methodology/approach

– In all, 22 record-keeping professionals, at three Finnish public-sector organisations, were interviewed. The data generated were then analysed with qualitative methods.

Findings

– The study identified several difficulties that record-keeping professionals encounter in maintaining and using FC in various ways. In the main, however, the difficulties were not perceived as substantial. The participants had several methods of handling the difficulties in carrying out their work. The study also pointed to a clash between maintenance of FC systems and needs in other contexts of their use.

Research limitations/implications

– The difficulties faced and the means of handling them were evaluated only from interviews with record-keeping professionals at three Finnish public-sector organisations. Observation of real-world situations or performance of usability tests might have highlighted different difficulties or even revealed unidentified issues.

Practical implications

– Concrete improvements could be performed in organisations for better use of FC. The difficulties identified could be addressed also in FC design and in user training. The results of the study are of relevance for future research into FC’s use.

Originality/value

– The study highlights difficulties faced in maintaining and using FC systems. Identification of the various perceptions linked to maintenance and concrete use could be of importance in implementation of FC in organisations.