The Role of the Classification Plan in Managing Physical and Digital Records

Abstract

Purpose: The article examines the historical and theoretical foundations of classification and its role in managing physical and digital records. It discusses organisational benefits, classification codes and document numbering.

Method: The approach combines a review of literature and selected normative sources, a comparison of philosophical, library and archival approaches, and an explanation of practical examples.

Results: Classification connects information according to agreed criteria. The origin and function of records are particularly important in organisational settings. A classification code identifies a class, while file and document numbers identify specific units. Shared rules support retrieval, transparency, business continuity and the application of retention rules across media.

Conclusions/findings: The usefulness of a classification plan depends on clearly defined classes, links to registers, consistent application and maintenance. The article provides a theoretical and professional rationale for its benefits but does not empirically evaluate implementation outcomes.