Development of function-based classification model for electronic records

• Development of function-based records classification from context level to decomposed diagram using IDEF0 tool.
• Consist of three level diagram mainly in creating records process.
• Case study was taken from Malaysian legal records.
• Classification perspectives from Information Science and Archival Science using function-based approach.
• Experts validation on the proposed model.

Classification is central for effective and efficient records management. However, it has not been addressed accordingly since records management initiative has not received priority despite of its importance in the current information-based world. This study has attempted to propose a function-based classification for managing electronic records at public agencies in Malaysia. The study was initiated by conducting a case study at the Department of Syariah Judiciary Malaysia which serve as a snapshot study. It is a requirement to carry out the snapshot study as the information gathered is useful for proposing a functional model to be used by the public agencies in the country. A function-based classification model is then proposed since it could ease the process of classifying records for retrieval, appraisal and disposal. Function-based classification is depicted since it provides context for records rather than content other than support proactive management of records. The development of model is derived from Integration Definition for Function Modelling (IDEF0) technique and validated by experts academically and professionally. The proposed model is comprehensive, consistent, relevant-scope, customise, and flexible.