Records classification scheme allows organizing documents of the company, when registering them. The scheme is used for classifying documents to categories, thus defining the document storage system of the company. The records classification scheme contains information on the documents retention period, registration number generation rules and other document registration settings. There can be only one records classification scheme in ELMA. Depending on the settings, it is created for one year or for unlimited time.
You can configure records classification scheme in Administration – Document Management – Records Classification Scheme(fig. 1).
Fig. 1. Administration – Document Management – Records Classification Scheme
In ELMA, records classification scheme consists of the following elements:
Registration office– corresponds with a company's branch, which has independent document management. Registration offices cannot be nested in other registration offices. For example, branch office, main office.
Section– includes one or several categories. Sections are created in registration offices and used for systematizing.
Category– a document or several documents, which concern one subject or activity. Categories are used for systematizing and storing documents of certain types. Categories store registered documents.
Link to a category- each category belongs to a certain registration office. Sometimes different documents have to be registered in one shared category. In this case, the category is created in the first registration office and a link to it is placed in the second registration office. Such settings make it possible to collect the documents in a category and have them registered in both registration offices, using a single numbering system within the category (fig. 2).
Fig. 2. Incoming Contracts category and link to it
To be able to register documents in the system, create and publish a records classification scheme.
