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Recording GovernmentThesauriOn This Page
What is a thesaurus?A thesaurus is an alphabetical listing of terms derived from a classification scheme and arranged in a hierarchical manner that shows relationships between the terms. It prescribes what terms can and cannot be used when classifying records. A thesaurus is a classification tool, used to title records according to the business function and activity that the records are documenting. It provides:
A thesaurus is based on the Business Classification Scheme developed from an analysis of the business functions and activities of a South Australian Government Agency. The result is a hierarchy of organisational functions, activities and transactions. However, a Business Classification Scheme is not based on the organisational structure. The reasoning behind this is that organisational structures are more fluid and are subject to change, whereas the functions and activities of an organisation are more stable and generally remain the same over time. A thesaurus helps to ensure that an agency uses a uniform set of terms to classify records. Guideline to provide State and Local government agency staff with an outline of the steps and issues inherent in developing a functional thesaurus. 
What is classifying?AS ISO 15489.1 - 2002 International Standard on Records Management defines classification as 'systematic identification and arrangement of business activities and/or records into categories according to logically structured conventions, methods, and procedural rules represented in a classification system'. AS 4390.1 - 1996 Australian Standard on Records Management defines classification as 'the process of devising and applying schemes based on the business activities which generate records, whereby they are categorised in systematic and consistent ways to facilitate their capture, retrieval, maintenance and disposal. Classification includes determining document or file naming conventions, user permissions and security restrictions on records'. Classification can be used to support a range of records management processes such as capture, retrieval, access, maintenance and disposal. It facilitates:
Related Information:
Why is a thesaurus necessary?Under the State Records Act, 1997, agencies have an obligation to ensure that the official records in its custody are maintained in good order and condition. It is also a requirement under the Act that the Manager [Director] of State Records reports any inadequate records management practices by agencies, to the Minister responsible for administering the Act. Both State Government Agencies and Local Government Authorities are agencies under the State Records Act, 1997. An authorised thesaurus is a tool to assist agencies in achieving Adequate Records Management Practice. In particular, it assists agencies in meeting the Adequate Records Management Standard. Namely the following outcomes: 'Records are captured' 'Records are found' 'Records are disposed of systematically' 'Access to records is managed' Related Information:
What types of thesauri exist?Essentially there are three types of thesauri:
The first type is developed by, or for, specific agencies and addresses records that are only created by that agency and are 'operational' or 'business specific' to the particular agency. This type of thesaurus is developed from a business functional analysis of an agency's core business, resulting in a hierarchy of terms (ie a Business Classification Scheme) as evidenced in its official records. State Records recommends agencies use functional based thesauri when developing a thesaurus specific to their own records. The second type of thesaurus is generally developed by a central agency for application across an entire sector. An example of this is the Keyword AAA Thesaurus of General Terms developed by the State Records Authority of New South Wales and adopted for use in South Australia. Increasingly thesauri in this category are being developed using functional approaches. The third type combines terms from the operational and the general administrative thesaurus into a single merged thesaurus of terms. Guideline to provide State and Local government agency staff with an outline of the steps and issues inherent in developing a functional thesaurus.
What assistance is available?State Records of South Australia supplies a range of services to support the use of thesauri in South Australian Government Agencies and Local Government Authorities. State Records offers consultancy services covering the use of thesauri to classify records. Contact Records Management Services. State Records has also developed and offers courses in the use of a thesaurus to classify and title records. More details on available courses and on thesauri and general disposal schedules can be found at the links below. Related Information:
In this section:
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Developing a Thesaurus (172 KB PDF File)
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