KEYWORD CLASSIFICATION SYSTEM

(Recommended in Public Offices)

Keyword system is the records management indexing system which is used to classify
records of an organization based on functions and activities of an organization.

The system establishes common and preferable word indexes which reflect the functions
and activities of an organization and arrange them in alphabetic order for easy
identification

When establishing a Keyword System in any organization there are five steps to be
followed.
i. Study the functions and activities of an organization including its organization
structure and functions.
ii. The creation of file series
iii. The creation or compiling of the keyword list.
iv. Application of keyword list in file creation
v. Recording files in control books.

Step 1: Studying Functions of an Organization.

When studying the functions of an organization start from the former file index register
which provides a list of titles of files created and used in an organization. The second
source in an organization structure. The organization structure gives details on the
major functions and distribution of functional departments and units within the
organization.

Step 2: Creation of organization File Series.

File Series is a chart which shows the categorization of functions of an organization into
related areas of operations. This mainly guided by departments, sections and units
within the organization, known as records creation agencies in the organization.
(see Organization Structure below)
 The organization Structure of XYZ Company

The easiest way of creating file series chart from the above structure is by using the
organization’s flow chart as shown below.

Note: Alphabetic prefix indicating the file series.

A B C D E

PHYSICAL
MANAGEMEN SOCIAL SECTOR
ECONOMIC PLANNING
STAFF SERVICES T SUPPORT SUPPORT
DEV SUPPORT AND
SERVICES SERVICES
ENGINEERING

AB BA CA DA EA

ADMINISTRATIO LOCAL TOWN

AGRICULTURE EDUCATION
N GOVERNMENT PLANNING

AC BC CB DB EB

CIVIL
ESTABLISHMENT STATISTICS TRADE HEALTH
ENGINEERRING

The organization flow chart of XYZ Company

Step 3: Creation/Compiling a Keyword List.

Keyword list is Controlled vocabulary to establish choice of words used in classifying

paper or indexing files.
Keywords are picked from the functions and activities of an organization. Keyword list
must be managed and controlled.

Steps for creation and compiling a keyword list.

1) Selection of Words.
a) Keywords may consist of:

i. Single word e.g. administrative, finance etc.

ii. Plural word e.g. Drug Policy, Animal Husbandry etc.
iii. Phrases or compound words e.g. Balance of Payments, Teacher Training
Programme etc.
iv. “Concrete” things i.e. things that can be viewed physically e.g. Schools,
Churches, Chemicals etc.
v. “Abstract” i.e. thing which you cannot see physically but you can sense e.g.
Ceremonies, Assessments, Economics etc.
1. Choice of Keywords
The choice of keywords needs consistency, care and precision as confusion could be
caused by:

1. Some words that look the same but have different means e.g.
1.1. Cells: prison, human body, plant, electric
1.2. Duties: taxation (e.g. import), responsibilities
1.3. Customs: immigration, cultural
2. Other words that are different but have similar meanings e.g.
2.1. Appointments and Recruitment
2.2. Ships and boats
2.3. Vehicles and cars
2.4. Census and Surveys
3. They can include countries e.g. China, Kenya
4. They can include Ministries and Departments e.g.. Ministry of Finance
5. They can include Organizations e.g. Tanzania Investment Centre
6. They can include abbreviations where widely known e.g. RAS, DAS
 2. Keyword Relationships

a. Keywords can be grouped in families and relationships between them

established.
b. The relationships can then be described by two types of indicators: -

i. USE:

The word USE directs the user to the preferred keyword i.e. advises the user to use
the second word to represent the first one e.g.

Travel USE Safari

Regulations USE Rules and Regulations

Commerce USE Trade

Awards USE Honours and Awards

ii. USED FOR:

The word USED FOR indicates that the subject is covered in the keyword hence you
should not use it because is non-preferred, so use the first one which is preferred to
represent the second.

Safari USED FOR Travel

Rules and Regulations USED FOR Regulations

Trade USED FOR Commerce

Honours and Awards USED FOR Awards

Note: Non-preferred terms must never be used as keywords hence no number is given
to the word.
 3. Cross –Referencing
Cross-references are used to help and guide the user in making full and better
use of the list; they are often used to refer users from a broader keyword topic
to a narrower one, the term SEE ALSO is used for this e.g.

Association SEE ALSO Employee Associations

Newsletters SEE ALSO Press Releases

Ministers SEE ALSO Ministries

Compiling a Keyword List

After selection of keywords, establishment of relationships of keywords and identified

words for cross-referencing you are then required to arrange the words alphabetically in
descending order and assign numbers subsequently, keeping in mind that non-
preferred terms/words should not be assigned numbers.

Below is a sample of keyword list for XYZ Company.

KEYWORD LIST- XYZ Company

1. Application
1. Accommodation
2. Association SEE ALSO Workers Association
3. Bank and Banking
Bills USE Utility Services

4. Ceremonies
5. Ceremonies
6. Complaints
7. District
Employment - USE Recruitment

8. German
9. Government
10. Harbours
11. Health and Social Welfare, Ministry of
12. IPP
13. Kenya
14. Medical Services
15. Motor Vehicles
16. Payments
17. Political Parties
18. Prisons and Prisoners
19. Public Service Reform Programme
20. Railways
21. Regional Administrative Secretary
22. Recruitment – USED FOR Employment

23. Regional Commissioner

24. Rehabilitation Permanent Commission of Inquiry
25. Rural development
26. Rwanda
Safari USE Travel

27. Salaries
28. Seniority list
29. Somali
30. Sports and Games
31. Staff
32. SUMAIA
33. TANESCO
34. Tanga
35. Technical Assistance
36. Training
37. Transport
38. Travel USED FOR Safari
39. Uganda
40. UHURU TORCH
41. Uniforms
42. Utility Services USED FOR Bills
43. Veterinary
44. Visits and Visitors
45. Workers Associations SEE ALSO Associations
46. World Bank
47. Zanzibar
Maintaining the Keyword List

A Keyword Manager is nominated to manage and control the list. The Manager will
assume the following responsibilities:

i. Control the proper use/application of keyword list

ii. Assess and approve words to be added in the list
iii. Review and up date the list
iv. Approve the created files before use.
v. Consult other Records experts in improving the keyword list especially when
an organization withdraws or acquires new responsibilities or functions.
vi. To further clarify of additional to an existing keyword e.g. proposal for new
keyword Petitions, but a similar keyword – Appeals – already exist, they could
be combined to form Appeals and petitions.
vii. Changes of name e.g. Civil Service Department to Public Service Management
viii.The keyword Manager also needs to review the list to eliminate redundant or
little used keywords.

Step 4: Application of Keyword list in File Creation.

The keyword system requires two major tools in application namely File Series and
Keyword list. After these tools have been completed, an organization can therefore
start applying them in assigning reference numbers and titles to files.

ASSIGNING FILE REFERENCE NUMBERS.

Reference numbers in a keyword system have three elements:

 File Series
 Two Keywords
 Running numbers

File Series

This is an alphabetic prefix assigned to each section or department in an organization to

represent a particular series and sub series in an organization. (Refer File Series Chart
above)

Looking at the organization flow chart of XYZ Company we can see that there are five
departments namely:
A = Staff Service
B = Management Support Services
C = Economic Development Services
D = Physical Planning and Engineering
E = Social Sector Support Service

Each department was further divided into sections and assigned letter to each section to
show the more specific functions e.g. Staff Services three section was assigned alphabets
as follows:

AB = Administration

AC = Establishment

AD = Finance

Two Keywords

The two keywords numbers are selected from the keyword list which best describe the
subject of the file e.g. If we want to create a file with title:

APPLICATION FOR EMPLOYMENT: MIDDLE CADRES (under Establishment

Section)

The two preferred keywords are:

Application = 1
Recruitment = 23
Combine by starting with small number and followed by the largest to form 1/23

Individual file number (Running number)

This is the last element in the file reference number which shows the running number of
a particular file.

This is just written preceded with zero to avoid being mistaken with a keyword number
e.g.

1/23/01

So the file number should appear as follows:

 AC 1/23/01

File Parts

If it is found to be necessary to open a new part (when the current file is full and closed)
this is indicated by the use of sequential letters of the alphabet eg.
AC 1/23/01 (closed one)

AC 1/23/01A (new part/volume)

Confidential files.

If we open the file which is confidential the reference number should be preceded with
alphabet C e.g.

AC 1/23/01 = CAC 1/23/01 (the alphabet C connotate the word ”Confidential”)

If we open more than one file using the same file series and same keyword number, our
running number have to change e.g.

a. AC 1/23/01 = APPLICATION FOR EMPLOYMENT: MIDDLE CADRES

b. AC 1/23/02 = APPLICATION FOR EMPLOYMENT: LOWER CADRES

Step 5 RECORDING (FILE CONTROL BOOKS)

File control books are registers/forms used to record files from its creation, during usage
and ultimately disposal. There is several control books/forms governing uses and
movement of files in records room as will be described below:

FILE DIRAY

This is a register of file titles by date of opening. It will provide information on the files
opened during any given period and make it possible to compare dates of opening
between one period and another or between one register and another. It will also be
useful as an aide-memoir of exactly what files have been opened and when.
 Previous
S/No Date Opened File Number Title File
Number

1 12/09/2010 Application for New

employment: middle
AC 1/23/01
cadres

2 8/10/2010 Application for New

AC 1/23/02
employment: Lower cadres

FILE INDEX

This is an index of keywords showing the files that use a particular keyword.

a. A separate index sheet is created for each keyword.

b. The keyword is written at the top and the keyword number next to it at the right.
c. The number of a new file containing that keyword is entered and so is the second
keyword used.
d. The index sheet is filed in the Index Book or binder in alphabetical order.

INDEX HEADING KEYWORD NO.

Application 1

INDEX HEADING FILE SERIES NO. INDEX HEADING FILE SERIES NO.

AC

RECRUITMENT 1/23

01

AC

RECRUITMENT 1/23

02
CROSS REFERENCE

INDEX HEADING KEYWORD NO.

RECRUITMENT 23

INDEX HEADING FILE SERIES NO. INDEX HEADING FILE SERIES NO.

AC

APPLICATION 1/23

01

AC

APPLICATION 1/23

02