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Records Management with 
Uniform Subject Classification System (USCS)

USCS:

• Introduction

• Overview

• Defined

• How it works

• With Records Management

• The Patent

• Presentation slides

One of the most important aspects of the USCS relates to its record retention components which create a records retention linkage.

This includes tracking and providing a direct linkage to the terminology used in the U.S. Code of Federal Regulations and to similar legislative retention requirements of any other country.

Subject classification is an essential component of the system. As closely as possible, the terminology used in the class description is the terminology used in the controlling legislation.

Retention Management must be rigorously followed to ensure legal protection.

Natural Security

The most practical level of a records management system's security (and of control and maintenance) is directly linked to the organization's Chart-of-Accounts.

"Natural" security scheme is based upon the user's position in the organization and document classification.

Records management stores security information at the classification or organization level, not at the document level. Records management uses a matrix of class and organization to determine who can read or write to a document. Security from disclosing sensitive information through association by subject descriptions is managed through identification of the "record type" as "sensitive".

Additionally, a classification can be added that requires specific authorization, then within that class, a series of sub-classes can be used to restrict unauthorized access to document descriptions.

Classification

Folders in a computer filing system can utilize USCS system's approach in classifying documents.

Ideally, a computer filing system should be structured in the same hierarchy as the USCS. This allows people to uniformly store documents in the same fashion it would be stored in a records management system, making it easy to search and retrieve documents put in a desktop application.

In the same fashion, physical filing cabinets stored with file folders containing paper documents would be filed using the same subject classification hierarchy as USCS.

Using this approach to filing, an enterprise can achieve uniformity, whether it is stored electronically or in a filing cabinet.