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2023/2024

Classification

Code: 44745 ECTS Credits: 6
Degree Type Year Semester
4318290 Archival Studies and Information Governance OB 1 2

Contact

Name:
Francesc Gimenez Martin
Email:
francesc.gimenez@uab.cat

Teaching groups languages

To check the language/s of instruction, you must click on "Methodolody" section of the course guide.


Prerequisites

There is no mandatory prerequisite


Objectives and Contextualisation

This subject deals with one of the basic elements of information management, the classification system, both in relation to its value and its types, strategies to implement corporate classification systems, complementary tools and the relationship with archiving methods. Taking into account the link with everyday reality, associated with knowledge about the classification systems, special emphasis will be placed on the practical part, in order to be able to achieve the basic knowledge and strategies to be able to move forward with the approval and the management of a classification system within an organization, public or private. To learn the pitfalls and tricks necessary for their application, several classification systems will be built in the classroom collaboratively, creating models from the beginning, and taking into account all the factors, external and internal, that participate in its creation, management and maintenance. It will also focus on the importance of process management and functional and sequential analysis for the realization of classification systems. Finally, basic knowledge of project planning will be introduced.


Learning Outcomes

  • CA11 (Competence) Classify documents, data and information in real archive settings and organisations.
  • CA12 (Competence) Report the use and management of the classification system in professional settings.
  • KA18 (Knowledge) Interpret the document classification system for all varieties of information and data.
  • KA19 (Knowledge) Explain strategies to implement corporate classification systems in any type of organisation.
  • KA20 (Knowledge) Relate the classification system to business procedures and other archival instruments and an organisation's transparency and access policies.
  • SA11 (Skill) Apply legislation, regulations and standards for the management and use of documents in public and private archives.
  • SA13 (Skill) Produce classification charts and supporting tools for application to organisations.
  • SA14 (Skill) Analyse the documentary structure, functions, needs and requirements of organisations.

Content

Unit 1: Conceptualization

1.1. Classification / ordering
1.2. What is classifying?
1.3 What is a classification table
1.4. What is a background picture
1.5. Types of paintings
1.6. Classification levels
1.7. Documentary types


Unit 2: Theory of processes

2.1. Systems theory
2.2  Processes and procedures
2.3. Management by processes: phases and planning
2.4. Flow chart: introduction
2.5. Preparation of process sheet - procedure
2.6. Work instructions
2.8  Evaluation and continuous improvement

Unit 3: How to develop a classification system

3.1. Leadership and planning

3.1.1. Objectives, milestones and resources
3.1.2. Sales techniques
3.1.3. Planning systems
3.1.4. change management

3.2. Analysis of needs

3.2.1. External context of the organization
3.2.2. Internal context: Vision, mission
3.2.3. Internal documented information
3.2.4. Regulatory requirements
3.2.5. Search and learn

3.3. Creation of the structure

3.3.1. Detection of functions, activities and processes
3.3.2. Elaboration of the hierarchical structure
3.3.3. coding

3.4. Creation of auxiliary tools

3.5. Implementation operation

3.5.1. Approval phases
3.5.2. Control tools
3.5.3. Establish maintenance tools
3.5.4. Establish communication tools
3.5.5. Establish responsibilities

3.6. Formation

3.7 Assessment and continuous improvement of the classification system

Unit 4: The classification system in a process environment

4.1. Classification in design
4.2  Classification in intake
4.3. The classification in relation to the catalog of processes
4.4. The classification in the description
4.5. Classification in filing and evaluation
4.6. The classification in terms of access and reuse

Unit 5: Filing systems

5.1. methods

5.2. Applicability

5.2.1. Choose the method according to the life cycle
5.2.2. Archiving processes and the archiving method
5.2.3. Archiving within the system
5.2.4. Archiving of outsiders
5.2.5. Optimization of spaces and control of deposits


Methodology

There will be thematic development classes that will combine practice and theory equally, with the idea that the concepts of classification and filing learned in class will be applied with practical experiences, both group and individual. These must serve as a basis for tackling the two final assignments: a group assignment and an individual one where the QdC and the entire classification and filing system that surrounds it will be applied. All this will be accompanied by visits and/or real experiences of professionals who have applied systems in their workplaces.

 

Language: The subject will be taught in Catalan.

Annotation: Within the schedule set by the centre or degree programme, 15 minutes of one class will be reserved for students to evaluate their lecturers and their courses or modules through questionnaires.


Activities

Title Hours ECTS Learning Outcomes
Type: Directed      
Elaboration of group classification practices 30 1.2 CA11, KA18, KA20, SA11, SA13, SA14, CA11
Thematic development classes 44 1.76 CA11, CA12, KA18, KA19, KA20, SA11, SA13, SA14, CA11
Visits and/or experiences of real cases 4 0.16 CA12, KA19, CA12
Type: Supervised      
Evidence on the topic 22 0.88 CA11, KA18, KA20, SA11, SA13, SA14, CA11
Type: Autonomous      
Preliminary study for the final work 20 0.8 CA11, KA19, KA20, SA11, SA13, SA14, CA11

Assessment

CONTINUED AVALUATION

The evaluation system is made up of three activities that will make up the final mark of the subject. The activities are part of a continuous evaluation system, such as:

  • The realization of evidence activities on the topics, with 20% of the weight of the grade.
  • The completion of a final practical work in a group on the creation of a classification system by processes, with 40% of the weight of the grade.
  • The completion of an individual final practical work on the creation of a personal fund classification system, with 40% of the weight of the grade.

In order to be able to calculate the final grade for the subject, you must obtain at least a 3.5 in all assessment activities.

In the event that 3.5 is not reached in one of the activities or one of them is not done, there will be a recovery process. As a recovery activity, analytical work will be carried out on current articles and studies on classification, and a proposal for the classification of a fund, which will ensure the achievement of the objectives and competences of the line.

 

UNIQUE ASSESSMENT

In the event that a student wishes to exercise the possibility of carrying out a single assessment, this will be based on the completion of the following evidence:

Evidence 1

  • Descriptive title: elaboration of a work on the regulatory scope of the classification, the types of existing tables and their involvement in the different types of documentary funds.
  • Weight of evidence in the subject as a whole: 20%
  • Recovery:
    • The same recovery system will be applied as for the continuous assessment.
  • Review of the final grade:
    • The review of the final grade follows the same procedure as for the continuous assessment.

Evidence 2

  • Descriptive title: preparation of awork on the classification table of the personal fund, following the same structure as in the case of the continuous evaluation.
  • Weight of evidence in the subject as a whole: 40%
  • Recovery:
    • The same recovery system will be applied as for the continuous assessment.
  • Review of the final grade:
    • The review of the final grade follows the same procedure as for the continuous assessment.

Evidence 3

  • Descriptive title: Viewing two videos on classification and preparation of two analytical reports.
  • Weight of evidence in the subject as a whole: 20%
  • Recovery:
    • The same recovery system will be applied as for the continuous assessment.
  • Review of the final grade:
    • The review of the final grade follows the same procedure as for the continuous assessment.

Evidence 4

  • Descriptive title: preparation of a critical study on archiving systems and the resulting problems in the digital environment, providing updated bibliography and references on current trends in this matter.
  • Weight of evidence in the subject as a whole: 20%
  • Recovery:
    • The same recovery system will be applied as for the continuous assessment.
  • Review of the final grade:
    • The review of the final grade follows the same procedure as for the continuous assessment.

Assessment Activities

Title Weighting Hours ECTS Learning Outcomes
Activities linked to syllabus evidence 20 6 0.24 CA11, KA18, KA20, SA11, SA13, SA14
Final practical group work 40 12 0.48 CA11, CA12, KA18, KA19, KA20, SA11, SA13, SA14
Individual final practical work 40 12 0.48 CA11, KA18, KA19, KA20, SA11, SA13, SA14

Bibliography

BIBLIOGRAPHY

  • BARBADILLO 2007 BARBADILLO, Javier (2007). "Apuntes de clasificación archivística". Legajos, Cuadernos de investigación archivística y gestión documental [Priego de Córdoba].
  • BARBADILLO 2010 BARBADILLO, Javier (2010). "Clasificaciones y relaciones funcionales de los documentos de archivo". Tabula [Salamanca], núm. 13.
  • CANELA, Montserrat (2003). "Introducció al disseny, la implantació i el manteniment de sistemes de gestió dels documents administratius electrònics". Lligall [Barcelona], núm. 21.
  • CERMENO, Lluís (2019). “El modelo de cuadro de clasificación de la documentación de ayuntamientos y consejos comarcales (QDCAC) y sus complementos”. Consultor de los ayuntamientos y de los juzgados: Revista técnica especializada en administración local y justicia municipal [Madrid], núm. 11, p. 89-98.
  • CRUZ MUNDET, José Ramon (2003). Manual de archivística. 5a edició. Madrid: Fundación Germán Sánchez Ruipérez.
  • CRUZ MUNDET, José Ramon (2006). La gestión de documentos en las organizaciones. Madrid: Ediciones Pirámide.
  • DELGADO 2010 DELGADO, Alejandro (2010). "Sistemas de clasificación en múltiples dimensiones: la experiencia del Archivo Municipal de Cartagena". Tabula [Salamanca], núm. 13.
  • DÍAZ 2010 DÍAZ RODRÍGUEZ, Alfonso (2010). "La clasificación como proceso de gestión de documentos". Tabula [Salamanca], núm. 13.
  • DOMINGO 2009 DOMINGO, Joan (2009). "Els registres generals d'entrada i sortida de documents de les administracions públiques amb relació a la gestió documental". Lligall [Barcelona], núm. 30.
  • FOSCARINI, Fiorella (2010). "La clasificación de documentos basada en funciones". Tabula [Salamanca], núm. 13.
  • GIMÉNEZ, Francesc (2012). Mètode d’Anàlisis dels Fons Patrimonials de Sant Cugat del Vallès: El cas de Can Castanyer. EAE Editorial Academia Espanola.
  • GIMÉNEZ, Francesc (2018). Anàlisi funcional i aplicació pràctica dels requisits de la normativa ISO 30301:2011 en el sistema integrat de gestió de l’Ajuntament de Sant Cugat. Barcelona: Escola d’Administració Pública de Catalunya.
  • GIMÉNEZ, Francesc (2017). “La gestión documental como factor de cambio en los ayuntamientos”. Consultor de los ayuntamientos y de los juzgados: Revista técnica especializada en administración local y justicia municipal [Madrid], núm. 7, p. 993.
  • GIMÉNEZ, Francesc (2023). “La esencialidad de la evidencia: la gestión documental en la era de la información”. Consultor de los ayuntamientos y de los juzgados: Revista técnica especializada en administración local y justicia municipal [Madrid], núm. Extra 2.
  • HEREDIA, Antonia (2010). "Clasificación, cuadros de clasificación y e-gestión documental". Tabula [Salamanca], núm. 13.
  • HEREDIA, Antonia (2016). "La gestión de los documentos en el corazón el cambio". Tabula [Sevilla], núm. 20
  • ILERBAIG, Juan (2010). "Clasificación de documentos y clasificación en biología". Tabula [Salamanca], núm. 13.
  • MUNDET, José Ramon (2003). Manual de archivística. 5a edició. Madrid: Fundación Germán Sánchez Ruipérez.
  • MUNDET, José Ramon (2006). La gestión de documentos en las organizaciones. Madrid: Ediciones Pirámide.
  • PÁEZ, Mateo A (2016). "La clasificación funcional: definición de un modelo". Tria [Sevilla], núm. 20.
  • PUIG-REY, Antoni; GUIU, Pere; AGRAMUNT, Helena (2008). Circuits administratius. Disseny i millora. València: Associació d'Arxivers Valencians.
  • QUÍLEZ, Julio (2011). "Aproximació a les ontologies. Definició construcció. Aplicacions en el camp de l'arxivística". Lligall [Barcelona-Andorra la Vella], núm. 32.
  • ROBERGE, Michel (1992). La gestió dels documents administratius. Barcelona: Diputació de Barcelona-AAC (traducció al català: Miquel Casademont).
  • SERRA, Jordi (2006) "Com elaborar un quadre de classificació funcional". Material docent de l'assignatura: Sistemes de gestió de la documentació administrativa, Facultat de Biblioteconomia i Documentació, Universitat de Barcelona: 2006. En línia a: http://eprints.rclis.org/9310/
  • SERRA, Jordi; CASELLAS, Montserrat (2007). "Un model d'implantació d'un sistema de gestió documental: el projecte DursiGED". BiD [Barcelona], núm. 18. En línia a: http://www2.ub.edu/bid/consulta_articulos.php?fichero=18serra.htm

 

REGULATIONS AND REFERENCE GUIDELINES
  • UNE-ISO/TR 26122:2008 IN. Información y documentación. Análisis de los procesos de trabajo para la gestión de documentos. Madrid: AENOR.
  • UNE-EN ISO 9001:2015. Sistemas de gestión de la calidad. Requisitos (ISO 9001:2015). Madrid: AENOR.
  • UNE-ISO 15489-1:2016. Información y documentación. Gestión de documentos. Parte 1: Conceptos y principios. Madrid: AENOR.
  • UNE-ISO 15489-1:2016. Información y documentación. Gestión de documentos. Parte 2: Directrices. Madrid: AENOR.
  • UNE-ISO 30300:2011. Información y documentación. Sistemas de gestión para los documentos. Fundamentos y vocabulario. Madrid: AENOR.
  • UNE-ISO 30301:2019. Información y documentación. Sistemas de gestión para los documentos. Requisitos. Madrid: AENOR.
  • DGABMP 2016. Guia del model de Quadre de classificació de la documentació municipal (QDCM): https://cultura.gencat.cat/web/.content/dgpc/arxius_i_gestio_documental/14_Gestio_documental/03_GD_Administracio_Local/01_Suport_administracio_local/01_Model_QdCM/GUIA-del-MODEL-QdCM.pd
  • Resolución de 19 de julio de 2011, de la Secretaría de Estado para la Función Pública, por la que se aprueba la Norma Técnica de Interoperabilidad de Documento Electrónico.
  • Resolución de 28 de junio de 2012, de la Secretaría de Estado de Administraciones Públicas, por la que se aprueba la Norma Técnica de Interoperabilidad de Política de gestión de documentos electrónicos.
  • Llei 10/2001, de 13 de juliol, d’arxius i documents.
  • Llei 19/2014, del 29 de desembre, de transparència, accés a la informació pública i bon govern
  • Decret 8/2021, de 9 de febrer, sobre la transparència i el dret d'accés a la informació pública

Software

A planning software will be used to make a gantt diagram and a diagramming program, in both cases free.