Document and File Classification Guide
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Document and File Classification
Filing consists of the organization and classification of the document.
Classification
There are several ways to classify documents. Knowledge of the documentation to be handled is essential to
determine the system and the most suitable classification method. Each institution determines the most appropriate way to
archive your documents according to your needs.
The way to organize the documents will depend directly on the:
a) Structure of the organization (role, computerized)
b) Feature of the documents
The classification consists of organizing the documents produced and received in the exercise of their activities.
The structure of the organization is the most important criterion, and the type of document governs the best choice of method.
ordering/filing.
Classification Instruments
Classification plan: Used for current and intermediate files, it can only be carried out by the method
alphabetic, numeric, or even alphanumeric.
Arrangement frame: Used for permanent files. It consists of the set of methods used by an institution.
for the filing of your documents, or represent the ideographic method (classifies the document by subject).
Document and File Classification
Archiving
It is the set of operations intended for the packaging and storage of documents. The filing method
will correspond to the way the documents will be stored, aiming for their future location.
Filing system
1. Direct system: It is one in which the search for the document is done directly at the location where it is stored.
Examples of characteristic methods of a direct document classification system are alphabetical methods.
and by subject/ideographic.
2. Indirect system: It is one in which, to locate the document, it is necessary to consult an index or a
code before. It is the case of using indices or files/summaries. The numerical method is characteristic
of the indirect system.
Most common methods for document archiving
Alphabetical: organized based on names 3. Geographic: organized by place of production
2. Ideográfico: organizado a partir do conteúdo/assunto. 4. Numérico: Classifica pela numeração.
The numerical method is subdivided into simple numeric (1,2,3,4...) and chronological numeric (date).
2. A
Classification of documents according
3. a to the level of secrecy
4. a
1. OVERT DOCUMENTS: 5. ULTRA SECRET:
a) Conteúdo público de conhecimento geral; Very high level of confidentiality
b) State secrets;
b) Your content can and should be public knowledge;
c) Only those addressed should know its content;
c) As a rule, public documents are open to the d)
public.
Ex: government plans.
1. q
2. RESERVED DOCUMENTS:
a) Lower level of confidentiality;
b) It should not be officially exposed to the public knowledge;
c)1. PAprovisionally confidential to avoid administrative embarrassment.
2. A
3. CONFIDENTIAL DOCUMENTS:
a) Medium level of confidentiality
b) Many positions, many people have access to the content, but it should not be published for general knowledge;
3. W
4. SECRET DOCUMENTS:
High degree of confidentiality;
b) Accessible to the addressed and to those authorized by them;
Documentary Typology
There are 6 categories of document classification
Archival entity
2. Classification by file gender
3. Types of files
4. Physical nature of files
5. Information support
6. File Values
Archival Automation (GED)
Digital document management
2. Lifecycle Management
3. Workflow Management
Documentary Typology
1–ARCHIVAL ENTITY: 2–FILE GENDER:
a) Public; a) Textual (written);
b) Private (individual). b) Iconographic (static images);
c) Sound (sounds, audio recordings);
d) Filmographic (silent films);
e) Audiovisuals (sound and image);
f) Computer scientists (cryptography, need for digital code translators);
g) Cartographic (maps, images with scale);
h) Micrographics (micro reproduction).
3–SPECIES OF FILES
a) Normative (deliberations, laws, decrees, normative decisions);
b) Declarative (opinionated, expresses a will);
c) Settlement (concretization of facts, joining of documents, such as appendices and books);
d) Proofs (such as certificates and diplomas);
e) Adjustment (agreements, treaties made by governors);
f) Correspondence (notice, communication, internal and external).
Documentary Typology
4–PHYSICAL NATURE OF THE FILE
a) Special file (different physical form, such as text and iconography).
b) Specialized file (similar documents based on human experience, bring the
same line of reasoning, like the phone, water, and electricity bills.
5–INFORMATION SUPPORT
a) Support is the medium where the document is stored (like paper, USB drive) paper alone
It is not a document; it is only support. When combined with information, it results in a document.
6–VALUE OF THE FILE
a) Primary value: When it has an administrative legal value
b) Secondary value: any historical cultural document of a permanent nature