Thesauri

• What is a Thesaurus?
• What is Classifying?
• Why is a Thesaurus necessary?
• What types of Thesauri exist?
• What Assistance is available?

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:

• links between terms
• guidance as to the use of terms (through scope notes, non-preferred terms, related terms, broader and narrower terms).

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 for State and Local government agencies to assist with the development of a thesaurus. Developing a Thesaurus (175 KB PDF File)
An overview of the process of classifying an official record within the Adequate Records Management framework. ARM - Classifying Official Records (77 KB PDF File)

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:

• linkages between records
• consistent naming of records over time
• retrieval of records
• security protection of particular types of records (e.g. sensitive, confidential, commercial in confidence etc.)
• access provisions
• disposal of records
• protection of intellectual property.

Related Information:

• Australian Standard AS ISO 15489 2002
• Records - Creation to Archive
• Classifying Official Records
• Finding Official Records
• Managing Access to Official Records
• Disposal of Official Records

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 should be captured into corporate recordkeeping systems upon creation or receipt, or as soon as practicable afterwards.

'Records are found'
A complete official record is of little use if it cannot be identified and retrieved. Adequate classification will facilitate the timely identification and retrieval of records.

'Records are disposed of systematically'
All records of the agency shall be disposed of in accordance with the provisions of the State Records Act, 1997.

'Access to records is managed'
Specific records should be able to be found upon demand, or with the minimum extra effort.

Related Information:

• Adequate Records Management
• Recordkeeping Practices

What types of Thesauri exist?

Essentially there are three types of thesauri:

• agency specific (or operational)
• general administrative
• merged.

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 (i.e. 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 for State and Local government agencies to assist with the development of a thesaurus. Developing a Thesaurus (175 KB PDF File)

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 and Archival Advice.

State Records has also developed and offers courses in the use of a thesaurus to classify and title records. More details can be found at the links below.

Related Information:

• Keyword Thesaurus - Classify and Control Records
• LGA Thesaurus - Classify and Control Records

Additionally, State Records has worked with Synercon, the developers of the 'a.k.a' software tool for building a thesaurus, to produce a number of formats of the Thesauri for State Government Agencies and Local Government Authorities.

These thesauri have been produced to be used in conjunction with the appropriate General Disposal Schedules that State Records has released. Hence:

• A thesaurus based on the Keyword AAA Thesaurus produced by the State Records Authority of New South Wales has been developed to be used in conjunction with the General Disposal Schedule 15 for South Australian State Government Authorities.
• A thesaurus for South Australian Local Government has been developed to be used in conjunction with the General Disposal Schedule 20 for Local Government Authorities.

More details on Thesauri and General Disposal Schedules can be found at the links below.

Related Information:

• General Disposal Schedule No.15
• General Disposal Schedule No.20
• Local Government Thesaurus

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