In records management, taxonomy is the logical hierarchical system that classifies content into filing structures, making it easier to find when needed, and is one of the core components of a modern records management strategy.

  • A taxonomy usually bases its classifications on the high-level purpose and major tasks performed by the organisation. For a function-based taxonomy or other information management taxonomies, best practices include:
  • ● Listing between seven and twelve top-level functions and trying to avoid having more than two levels of classification
  • ● Using clear, concise and consistent terms that will be stable across time
  • ● Ensuring it is easily applicable to both digital and physical records
  • ● Making it easy to interpret and navigate for Records Managers
  • Once a taxonomy has been created content is classified within this structure. For example, some disposal rules will be based on things like the contract end date. This date needs to be captured as metadata so the disposal rule can read it and perform the right actions after the appropriate period of time.