PLEASE NOTE: In May 2019 the refreshed Business Classification Scheme was rolled out.  This change was introduced to bring the system functionality up-to-date and to give better alignmented with current University business functions and activities.

The BCS is required when creating folders within HPE Content Manager

The HPE Content Manager (TRIM) file plan is known as the Business Classification Scheme (BCS).  It is a user friendly standardised business-wide file plan, to enables better opportunities for collaboration and access to shared information and records.

When records are kept in the system and organised via the BCS, UQs central Records Management and Advisory Services team (RMAS) will take care of the compliance requirements for the business by managing and maintaining the correct legal retention and disposal timelines.

 

The BCS is a sustainable way to standardise and organise recordkeeping for the business.  It is aimed to increase useability, capturing information in context of its purpose, and maintaining it throughout its legally required retention and disposal requirements. Other benefits include:

  • A standard language is applied for the common key functions that are performed throughout the University
  • Supports business areas in organising, capturing, securing, sharing, and reducing duplication of their information
  • A single point of truth for information and records
  • Builds staff confidence in the reliability, authenticity, validity of the information they need to make decisions
  • Supports business activities
  • Ensures that the business is maintaining their legal obligations under the Public Records Act (2002).

The BCS is structured to display the top level administrative and operational functions then expands into a more defined list of standard everyday business activities associated with the function. In some cases it may also break down to a third level by associated specific subject.  From here a user can create their own folders/files.  Below gives illustrations of the information hierarchy optoins as described above:

The current Administrative and Business Functions that the University uses are as follows:

An example of the Function and Activity is as follows:

An example of the Function, Activity and Subject is as follows (Please note that a third level isn't always included and some classifications may just have a Function and Activity):

Therefore the entire string of the classification including to the third level where you are free to create your file with your own naming convention will look like the following:

Level 1 - Pre-set

Level 2 - Pre-set

Level 3 - Free text area

FUNCTION

Activity

Folder / File

And the entire string of the classification including to the fourth level where you are free to create your file with your own naming convention will look like the following:

Level 1 - Pre-set

Level 2 - Pre-set

Level 3 – Pre-set

Level 4 - Free text area

FUNCTION

Activity

Subject

Folder / File

 

The table below summarises the changes that have occurred at the Function level.  For a more detailed Mapping path please refer to D19/1421031 within HPE Content Manager.  Alternatively you can also contact the Records Management and Advisory Services (RMAS) team using the following email address: UQCentralRecords@uq.edu.au

 

 

New FUNCTION NAME

STATUS

Old FUNCTION NAME/S

Split across other NEW functions – if applicable

1

ASSETS, FACILITIES AND PROPERTIES MANAGEMENT

Updated

ASSETS, EQUIPMENT AND PROPERTY MANAGEMENT

SECURITY AND RISK; INFORMATION MANAGEMENT; CONTRACT MANAGEMENT; GOVERNANCE AND STRATEGIC MANAGEMENT; HEALTH SAFETY AND WELLNESS;

2

BUSINESS OPERATIONS

New

 

 

3

COMMUNITY CLINICS

New

 

 

4

CONTRACT MANAGEMENT

New

 

 

5

ETHICAL CLEARANCES

New

 

 

6

FINANCIAL MANAGEMENT

Unchanged

 

GOVERNANCE AND STRATEGIC MANAGEMENT; SECURITY AND RISK; CONTRACT MANAGEMENT

7

FOOD SERVICES

Unchanged

FOOD SERVICES

 

8

GOVERNANCE AND STRATEGIC MANAGEMENT

Updated

GOVERNANCE; STRATEGIC

BUSINESS OPERATIONS; SECURITY AND RISK

9

HEALTH, SAFETY AND WELLNESS

Updated

WORKPLACE HEALTH & SAFETY

GOVERNANCE AND STRATEGIC MANAGEMENT

10

HONOURS, AWARDS AND PRIZES

New

 

 

11

HUMAN RESOURCES

Updated

HUMAN RESOURCES MANAGEMENT

INDUSTRIAL RELATIONS; HONOURS, AWARDS AND PRIZES; BUSINESS OPERATIONS

12

INDUSTRIAL RELATIONS

New

 

 

13

INFORMATION MANAGEMENT

Unchanged

INFORMATION MANAGEMENT

LEGAL SERVICES; PUBLISHING AND INTELLECTUAL PROPERTY; BUSINESS OPERATIONS

14

KNOW HOW

New

 

 

15

LEGAL SERVICES

Unchanged

LEGAL SERVICES

CONRACT MANAGEMENT; GOVERNANCE AND STRATEGIC MANAGEMENT

16

LIBRARY, MUSEUMS, COLLECTIONS AND EXHIBITIONS

Updated

COLLECTION MANAGEMENT

 

17

MARKETING AND COMMUNICATIONS

Updated

EXTERNAL RELATIONS

GOVERNANCE AND STRATEGIC MANAGEMENT; HONOURS, AWARDS AND PRIZES

18

PUBLICATIONS AND INTELLECTUAL PROPERTY

Updated

PUBLISHING

CONTRACT MANAGEMENT; HONOURS, AWARDS AND PRIZES

19

RESEARCH

Unchanged

RESEARCH

ETHICAL CLEARANCES; PUBLICATIONS AND INTELLECTUAL PROPERTY; SECURITY AND RISK

20

SECURITY AND RISK

New

 

 

21

STUDENT ADMINISTRATION

Unchanged

 

HONOURS, AWARDS AND PRIZES; MARKETING AND COMMUNICATION;

22

STUDENT SERVICES

Updated

SUPPORT SERVICES

 

23

TEACHING AND LEARNING

Updated

TEACHING & LEARNING

COMMUNITY CLINICS; PUBLICATIONS AND INTELLECTUAL PROPERTY; HONOURS, AWARDS AND PRIZES