Choose the Function or Block:
What is the main function to which the document is referring? Scan through the Blocks to determine an appropriate match.
Choose the Activity or Primary:
What is the activity that is being discussed or documented? Scan through the Primaries listed under the Block you have chosen to determine an appropriate match.
Choose an appropriate name or Secondary file heading.
Use the file naming and file coding conventions to create a descriptive Secondary file title.
UCLASS is the acronym for the University Classification System. UCLASS is a hierarchical classification system that organizes records based on function and activity. The levels of the hierarchy are designated as Blocks (function), Primaries (activity), and Secondaries (transaction or matter being discussed). Actual physical files and electronic folders are represented at the Secondary level.
Every Block has a "General'"Primary. If you can determine which Block or function a record fits under, but none of the corresponding Primaries seem to capture the activity represented by the record, then file the record in the "General" Primary.
For example, if you've chosen the Block CR Community Relations, but none of the existing Primaries listed under that function seem appropriate, classify the record under the Primary CR001 Community Relations - General.
Contact us if you are accumulating a number of records in the "General" Primaries. There may be a need to research a new activity or Primary to be added to UCLASS.
Only records should be filed according to UCLASS. Non-records are published materials made or acquired for reference, and stocks of publications or forms. These materials should be placed in a reference storage area and weeded on a regular basis.
Each Block in the University Classification System represents a main function or area of responsibility of the University.
There are 12 Blocks or major functional areas. Every record in every office can be classified according to one of these Blocks.
Each Block is composed of a number of Primaries which represent the activities that support the Block's function. The number of Primaries varies for each Block. For example, the AO Academic Operations Block has 16 Primaries or activities that support the main function of academic operations on campus.
The first Primary of every Block is a "general" primary, designed to capture any records that fit the function of the Block, but are not currently represented in the specific Primaries.
|Primary Title:||AD200 - EXTERNAL ORGANIZATIONS|
|Activity:||To document University personnel's external administrative involvement and liaison with associations, societies, clubs, agencies, organizations committees and councils. Also to document University personnel's attendance at conferences and seminars. Recors may include correspondence, agenda packages, nominations for positions, requests for information, questionnaires, invitations, press releases, conference packages and membership information.|
The "0 - Policies" Secondary files should contain the final version of any policies and procedures that govern the activities represented by the Primary. These files/e-folders then become an easy reference file for policies and procedures.
Records documenting the process of creating new policies should be filed in GV575 Policy Coordination.
UCLASS follows the "general to specific" rule for filing records. If it is unclear if the matter discussed in the records will advance any further, always file these records in a "1 - General" Secondary. Never create a subject file/e-folder for only 1 or 2 records.
Avoid using the "1 - General" Secondaries as "miscellaneous" files/e-folders. This will only make it difficult to find a document later. Rather, "1 - General" Secondaries should be used as "holding" files until a matter develops. Once it is clear that a matter will create more documentation, a new Secondary can be created for those records with a separate title.
Not all Primaries may use the "2 - Case Files" secondaries. Use these only for those Primaries that may require a Case File series. For example:
Units can name and/or number all subsequent files/e-folders at the Secondary level as appropriate.