Ministry of Agriculture and Fisheries

FUNCTIONAL CLASSIFICATION

SCHEME

Produced By: Documentation, Information and Access Services Unit

Ministry of Agriculture and Fisheries Hope Gardens

Kingston 7

February 2010

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MINISTRY OF AGRICULTURE AND FISHERIES FUNCTIONAL CLASSIFICATION SCHEME

EXECUTIVE SUMMARY

The need for a consistent and organized system of categorizing information resources dispersed throughout the Ministry of Agriculture and Fisheries have led to the development of the Ministry’s Functional Classification Scheme. This scheme is the mandatory file classification system for common Subject records of the Ministry. It was established with the cooperation and input of assigned Records Management Coordinators from all divisions and units of the Ministry’s head office and the Documentation, Information and Access Services Unit. The Ministry’s Functional Classification Scheme is based on an analysis of the Ministry’s unique functions and activities, but is independent of its administrative structure. This makes the scheme more flexible and stable as the Ministry’s Divisions and Units are likely to change overtime. The use of the Functional Classification Scheme throughout the Ministry will ensure that all records are organized and are named in a consistent manner. This therefore increases the accessibility to records and boosts information sharing across the Ministry, thereby enhancing effectiveness in keeping with the requirements of the Access to Information Act. In addition it provides for the determination of security precautions and access rights for records and the identification of records retention periods and dispositions. The Ministry’s Functional Classification Scheme contains nine (9) Functional Subject Blocks, which were determined by the size of the Ministry, the nature of the business performed and the complexity of the administrative structure. These nine Functional Subject Blocks cover the entire scope of subject matter of the Ministry. These Functional Subject Blocks are then subdivided into a total of ninety (90) Primary Categories with unique codes established for each record series within their functional block. Further subdivisions allow for the Secondary and Tertiary groupings to then be determined. Based on the needs of the Ministry, the Functional Classification Scheme facilitates the addition of other categories. The implementation of the Ministry’s Functional Classification Scheme will be done on a ‘phased-out’ basis. All new files will be created within the Functional Classification Scheme. The Documentation, Information and Access Services Unit is the sole Unit with responsibility for creating new files. As the scheme develops, the files are recorded in a database which becomes the index. The location of each file will be listed on the index, and the updated index be made available for all members of staff via the Ministry’s intranet.

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ABOUT THE MINISTRY OF AGRICULTURE AND FISHERIES FUNCTIONAL CLASSIFICATION SCHEME (MOAF FCS)

MOAF FCS is the mandatory classification scheme for common Subject records in the Ministry of Agriculture and Fisheries. The scheme contains a listing and brief description of the records maintained in the Ministry’s Offices and groups them according to the major functions of the Ministry. The Ministry’s functional classification scheme is consistent with the principles of the ISO 15489 International Information and Records Management Standard and will equip the Ministry toward achieving the practices included in this standard. The MOAF FCS enables the ministry to capture classification of unstructured content such as electronic documents, e-mails, web documents and hardcopy records for access and lifecycle management. Within this document, reference to “files” or “records” includes records in all media.

STRUCTURE AND FORMAT

The MOAF FCS is based on a hierarchy of the Ministry’s processes. The functional blocks contain the mandated functions or activities performed. The functions are listed alphabetically, which aids in locating programmes for records retrieval, classification and life cycle management. Within each function are sub-functions known as primary categories. These are logically related series of activities or processes which occur within the lifecycle of a specific function. The Primary categories are further divided into Secondary then Tertiary groupings, being very specific to the actual record series and individual files. Based on the activities grouped within a primary, cross referencing to another primary category may be necessary. This cross referencing link minimizes the potential for placing records under the wrong classification, reduces uncertainty over which classification to use for the specific types of information a user is attempting to locate and retrieve, and also eliminates the need to maintain duplicate copies of records in several related folders. The MOAF FCS employs a numeric classification system with four digit numbers ranging from 0100 to 1899 assigned to the functional blocks. The Primary categories are incremented by 5 within each block, thereby ensuring room for expansion of the system. Secondary and tertiary numbers are two characters in length and can range from 01 to 99.

CONDITIONS AND LIMITATIONS ON USE 1. It is mandatory that the Ministry of Agriculture and Fisheries Functional Classification Scheme (MOAF FCS) be implemented in all Divisions and Units within the Ministry. 2. All requests for the creation of new files should be made using the appropriate form (see Appendix # 1) and forwarded to the Documentation, Information and Access

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Services (DIAS) Unit. The DIAS Unit is the sole unit with responsibility for the creation of files. 3. If a division wishes to add or modify a record series or functional category, a request for an amendment must be submitted to the Ministry of Agriculture and Fisheries Records Management Committee in the prescribed manner (See Appendix # 2). The amendment request must include the record series number, records series title and description, details of the proposed change or addition and the business case for the proposal.

IMPLEMENTATION OF MOAF FCS

All current records dated 2008 to present will be classified or reclassified within the MOAF FCS. The DIAS Unit will provide guidance for the reclassification exercise. The reclassification exercise will be done by Divisions and Units. When subject records are being classified using MOAF FCS, care must be taken to ensure that they are assigned the correct item numbers.

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FUNCTIONAL CLASSIFICATION GUIDE

FUNCTIONAL BLOCK, BLOCK #

PRIMARY SUBJECT, ITEM #

DESCRIPTION

CROSSED REFERENCE

Administration, 0100 - 0299

Acts and Legislation, 0100

All jurisdictions' acts, including other departments' legislation, regulations, bills, statutory orders and proposed legislation, which could influence the operations of the Ministry. Excludes legislative actions, such as inquiries, motions for return, throne speeches, Requests for Decision (RFD), Orders-in-Council.

Cabinet Documents and Ministry Papers

Appreciations and Complaints, 0105

Expressions of appreciation, congratulations, condolences, seasonal greetings, complaints or criticism. Also includes special awards.

Cabinet Documents and Ministry Papers, 0110

All cabinet agendas, submissions, discussions, notes or ministry papers.

Ceremonies, Retreats and Shows, 0115

Development and participation in celebrations, retreats, exhibits, fairs, ceremonies and festivals sponsored by either Government or non-Government agencies, such as Eat Jamaica Day, Agricultural Shows and Food Festivals.

Meetings, Committees and Boards

Contracts and Agreements, 0120

Non-financial contracts and agreements between foreign, private and public sector organizations and individuals.

Agencies, Caribbean Associations, Global Partnership, Governmental Bodies, Non- Governmental Agencies

Disasters and Diseases 0125

Contingency plans for the continuation of Government operations in the event of disasters such as earthquakes, fires, floods, vandalism and other emergencies. Also plans and actions to eradicate animal or plant related diseases.

Legal Activities, 0130

Departmental legal activities, such as decisions, rulings, patents, copyrights, opinions; lists of individuals who serve as Powers of Attorney, Commissioners for Oaths, Notaries Public.

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Meetings, Committees and Boards, 0135

The Ministry's interaction with other bodies structured for specific tasks, such as boards, commissions, sub-committees, councils, panels, royal commissions, task forces and working groups. Also the initiation, organization of and participation in meetings and conferences. Includes agendas, minutes and background materials of common-interest usually internal or with other Government bodies.

Organization, 0140

Arrangement of departmental responsibilities in organizational structure; functions and relationships within the organization; organization charts.

Planning, Goals and Objectives

Planning, Goals and Objectives, 0145

Programme planning, strategic and operational planning, review of programme progress towards goals.

Organization

Policies and Procedures, 0150

Policy documents covering matters such as departmental responsibilities and structure, legislation, non-financial agreements, interaction with other official bodies, campaigns, emergencies, administrative services, public relations, security, travel, etc.

Proposals, 0155

Proposals from Governmental or Non-governmental organizations to enter in a contract to do business, research, projects, etc.

All under Affiliations

Public Relations, 0160

Government communications to the general public, such as speeches, lectures by officials, press releases, newspaper clippings, media relations, requests for information for public relations purposes and signage.

Reports, Studies and Statistics, 0165

Administrative reports produced by or for the department, such as management studies and surveys, reprographics, periodic reports, annual reports. Includes working papers and drafts, general agricultural researches and surveys.

Security 0170 Administration of security regulations for the handling of documents; exchange and release of information; personnel security program, including personnel clearances, passes, identification, fingerprinting; security of buildings and sites, such as alarm and detector systems, the use of locks, key and combinations; and the special requirements for sensitive areas.

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Travel and Transportation, 0175

Administration and regulation of travel by Government employees, uses and modes of transportation for individuals, such as visa and passport requirements, taxis, private vehicles and limousine services. Includes accidents of government owned vehicles.

Legal Activities

Affiliations, 0300 – 0499

Agencies 0300

All the agencies and executive agencies holding responsibility under the umbrella of the Ministry of Agriculture and Fisheries.

Caribbean Associations 0305

All the Caribbean Associations that are affiliated directly or indirectly with the Ministry of Agriculture and Fisheries.

Global Partnership 0310

All business engagements focusing on promoting or encouraging global partnership between countries and international organizations with the aim of national and international development.

Governmental Bodies 0315

Affiliations with other ministries, governmental bodies and organizations responsible for other sectors of government administration.

Non Governmental Agencies 0320

Affiliations with non-governmental agencies and organizations

Buildings and Sites, 0500 - 0699

Accommodation 0500

Administration of space within structures occupied by the Ministry, including settlements and resettlements to new facilities and renting arrangements for the Ministry.

Acquisition 0505

Lease and purchase of buildings and sites for the undertaking of business by the Ministry.

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Construction 0510

Progress reports and project studies on the development and construction of offices, warehouses, roads or other capital structures used by the Ministry.

Consulting Services 0515

Assessment of contracting of consulting firms engaged in evaluation of the exact requirements of the Ministry for buildings and sites, including prospectuses.

Construction; Contracts and Agreements

Demolition and Divestment 0520

Records relating to the demolition, sale, transfer and divestment of structures owned by the Government and used by the Ministry.

Properties

Facilities 0525

Specifications for the location and use of facilities in, or within the proximity of, buildings and sites used by the Ministry, such as cafeterias, parkings, washrooms, research and recreation facilities.

Landscaping 0530

Requirement reports, studies and specifications for the landscaping, leveling, farming, reforestation or other alterations to land.

Reports, Studies and Statistics; Properties

Maintenance, Repairs and Damages 0535

Requirement reports and specifications for the regular maintenance and repair of buildings and sites, including janitorial services and cost estimate records relating to damage and losses, whether deliberate or accidental.

Legal Activities; Accommodation; Expenditures; Damage and Loss

Properties 0540 Administration of properties owned or occupied by the Ministry, including farm lands and fishing beaches.

Landscaping

Finance and Accounts, 0700 - 0899

Accounts General 0700

General administration of accounting systems and procedures, financial controls and coding not shown elsewhere in the accounts series.

Allowances 0705

General administration of supplementary benefits for employees, such as tuitions, business, living or overtime allowances, conference and membership allowances.

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Audits 0710

All auditing methods, responsibilities, reports, statements, background documentation, recommendations resulting from financial, administrative or organizational audits; internal, external, and Auditor General audits.

Organization

Banking 0715

Administration of banking methods and establishment of bank accounts; deposits, statements, reconciliation, currency rates and acquisition of currency.

Budgets 0720

Departmental Budget for human resources, grants, fixed assets, supplies, services, Information Technology plans, capital estimates, etc. Records relating to budgets, such as submissions, supporting documents, transfers and requests. Reviews by Finance, Standing Policy Committees, Legislative approval of detailed estimates, Budget controls, reconciliations, summaries, reallocations, transfers, etc.

Planning , Goals and Objectives

Contracts 0725 Financial agreements, cost sharing agreements, personal and service contracts, equipment, lease or rental agreements, negotiation offers and services, contract submissions.

Contracts and Agreements; Acquisition

Expenditures 0730

Coding and analysis of departmental expenditure operations; including requisitions, cash flows, recurrent / supplementary estimates, etc.

Budgets

Financial Reports and Statistics 0735

Correspondence relating to reports generation, enquiries, production and distribution. Reports generated to facilitate/support/ summarize and maintain an ongoing cumulative record within the financial system.

Reports, Studies and Statistics, Organization, Planning, Goals and Objectives

Funds 0740

Administrative information on the establishment and operation of trust funds, revolving funds including depreciation and working capital advances.

Grants and Assistance 0745

Administration of financial assistance projects, such as requests, submissions, approvals, follow-up reports and related documentation.

Investments and Loans 0750

Information regarding any investment facilitation, loan programmes, loan requests and approvals.

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Taxation 0755

Taxation matters at all Government levels, records pertaining to sales tax, customs, tax incentives, and tax exemptions.

Waiver 0760

All waiver requests and approvals.

All Products and Services

Human Resources, 0900 - 1099

Attendance 0900

Information on hours of work, requests for overtime, early closing, vacation, illness, special leave, authorized leave, maternity leave, education leave, time off and sabbatical leave. Includes attendance reports.

Reports , Studies and Statistics, Employee Benefits

Awards and Honours 0905

Awards and recognition programmes for Achievement, honorary awards and long service recognition.

Appreciation and Complaints

Classifications 0910

Delegation of classification authority; class series, position descriptions, reclassifications, transfers and vacancies.

Employment and Staffing

Employee Relations 0915

The code of ethics for Government employees; counseling and retirement programmes, including matters such as conduct, conflict of interest situations and morale. Includes collective bargaining, discipline, grievances and unions.

Governmental Bodies

Employment and Staffing 0920

Staffing of positions, delegation of staffing authority, including requests to fill vacancies, interview ratings, selection profiles, unsuccessful candidates’ applications, lists of candidates, copies of job descriptions, salary range and related correspondence. Also includes employment programmes, such as cooperative work experience programmes and Summer Temporary Employment Programmes.

Classification

Human Resource Planning 0925

Administration of human resources control and planning, such as downsizing, attrition, and redeployment. Includes information relating to career planning and performance appraisals.

Planning, Goals and Objectives

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Occupation Health and Safety 0930

The administration of a safe and healthy working environment, including factors such as noise levels, lighting, evacuation procedures for fire and general environmental hazards. Also includes occupational health and safety programmes, such as the HIV/AIDS in the workplace Programme and social and welfare programmes.

Policies and Procedures

Pay and Benefits 0935

Administration of salary and wage matters, rates of pay, employee benefits such as, Insurance, Health Benefits, union dues deductions. Also matters relating to Pension administration

Training and Development 0940

General administration of training functions and activities such as the overall programming and scheduling of training and development plans. Includes departmental training, training offered by other Government Ministries and the private sector.

All Affiliations

Information, 1100 - 1299

Access to information 1100

Records relating to the development, implementation and amendment of policies, guidelines and procedures to comply with the provisions of the Act. Also includes records relating to requests by individuals, groups or organizations for access to general information under the provision of the Act and their outcomes.

Policies and Procedures

Correspondence and Report Management 1105

Preparation, management and submission of correspondence, directive and reports, circulars, including forms of address, terminology, style, quality.

Information General 1110

Material relating to the organization, management and delivery of general information services not shown elsewhere in this block.

Information Technology 1115

The development or consideration of automated or Information Technology systems. Including computer test runs, communication networks, departmental systems and word processing. Monitoring software or hardware products developed in the private sector or used by other Government programmes.

Library 1120

Administration of library services, including cataloguing and acquisitions, subscriptions, database information services, reference searches, abstracts and bibliographies.

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Mail Management 1125

The administration of Government mailing services, including postal services, shipping and receiving, distribution and mailing lists, receipts of registered or certified mail.

Publications and Manuals 1130

The development and maintenance of internal or technical publications produced by the Ministry, such as manuals, brochures, newsletters, press releases, bulletins, posters and articles.

Public Relations

Records Management 1135

Administration of records management functions including planning, generation of records, maintenance, essential records, access restrictions, and access to public records. Includes retention and disposition schedules, inventories, projects, transfers, and disposition.

Materials and Equipment, 1300 - 1499

Damage and Loss 1300

Reports of loss, theft and damage to government and personal property, including repair estimates and investigations.

Legal; Maintenance, Repairs and Damages

Inventories 1305

Recording, storage and distribution of equipment and supplies, stocktaking and control procedures, and fixed assets inventories.

Maintenance and Repairs 1310

Maintenance, service and repair of equipment such as typewriters, photocopiers, and service call reports.

Contracts and Agreements, Facilities

Materials and Equipment General 1315

Non-financial documentation for materials and equipment procurement not specificallyprovided for elsewhere in this block.

Procurement and Acquisition 1320

Orders for goods or services which do not require requisitions through purchase, rent, lease, agreement renewals, transfer or interdepartmental loans. Includes acquisition, direct purchase orders, interdepartmental orders, display orders, and standing offers.

Requisition; Contract and Agreement

Products and Services Information 1325

Equipment and supplies catalogues, price lists, manuals, prospectives, brochures and requests for information.

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Requisition 1330

Equipment and supplies which must undergo internal requisitioning (versus acquisition) process before an order can be placed. Includes commitment requisitions for data and word processing hardware and software; photocopying and printing services and other equipment and services.

Procurement and Acquisition

Tendering 1335

Tendering or bidding process preceding issuing of a purchase order. Includes invitations to tender, advertising of tenders, request for proposals, tenders or quotations from bidders, evaluation and awarding of tenders, letters accepting or rejecting tenders and supporting documentation.

Proposals; Contracts and Agreements; Contracts

Utilities 1340

Specifications relating to the installation and maintenance of utilities (gas, water, power, telephone).Includes energy conservation initiatives.

Facilities

Products and Services, 1500 - 1699

Agricultural Exports and Imports 1500

Information regarding the export and import of agricultural produce, includes regulations governing the export industry.

Agricultural Marketing 1505

Materials related to the promotion of agricultural products and services; includes information relating to prices, marketing resources and agricultural production statistics.

Banana 1510

All information relating to banana and the banana industry

Bauxite 1515

All information relating to bauxite and the bauxite industry

Beekeeping and Honey Production 1520

All information relating to beekeeping and honey production

Cattle 1525

All information relating to cattle and the beef industry

Citrus 1530

All information relating to citrus production

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Cocoa 1535 All information relating to cocoa production

Coconut 1540

All information relating to coconut production

Coffee 1545

All information relating to coffee production

Crops 1550

All information relating to crop production except sugarcane, citrus, banana, coffee, cocoa and coconut

Dairy 1555

All information relating to the production of dairy products

Fisheries and Aquaculture 1560

All products and services relating to fisheries and aquaculture

Forestry 1565

Products and Services with regards to forestry

Livestock 1570

All information relating to livestock except for cattle, dairy and poultry

Poultry 1575

All information relating to poultry production

Soil Fertility 1580

All information relating to soil fertility

Sugar Cane 1585

All information relating to sugar cane production

Veterinary Services 1590

All information relating to the products and services of the veterinary services

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Water Resources 1595

All information relating to water resources

Projects and Programmes, 1700 - 1899

Capital A 1700

All Projects and Programmes that are funded locally, which include projects funded by the Private Sector or the Government of Jamaica.

Capital B 1705

All Projects and Programmes that are funded internationally.

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APPENDIX #1

Ministry of Agriculture and Fisheries Documentation, Information and Access Services Unit

REQUEST FOR THE CREATION OF NEW FILE

1. Register a (select one) New File New File Part

2. Date: ________________

3. Contact Detail Division / Unit Name

Job Title

Email

Phone

4. File Information

Functional Block

Primary Category

Secondary

Tertiary

File Description Documents attached Yes No

Number of pages

5. Related Series

6. Send File To

Name Division / Unit

7. DIAS USE ONLY

MOAF FCS Checked : Signature __________________________ Date _____________ File # Assigned: _____________________ Date File Charged out ________________

Reproduce this form as needed

RM/FCS01 2010/06

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APPENDIX #2

Ministry of Agriculture and Fisheries Documentation, Information and Access Services Unit

RECORDS SERIES ADDITION / MODIFICATION

Page _____of ______

Name: Title:

Division: Unit:

Record Series Addition Record Series Modification

Number Title

Description Proposal Details

Reproduce this form as needed RM/FCS02 2010/06

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AMENDMENT RECORD

AMENDED LIST NUMBER

DATED ENTERED BY DATE