Home Office Corporate File Plan

The Home Office HQ grasped the information management challenge in 2004 when they embarked upon designing and implementing a Windows Explorer based Corporate File Plan (otherwise known as a Business Classification Scheme or BCS) for the whole HQ.  This covered more than 3,500 users, 175 business units and led to a scheme with well in excess of 160,000 class titles.  This work was initiated as part of the preparations for the Freedom of Information Act but has became the essential foundations for the successful implementation for the Home Office Electronic Document and Record Management (EDRM) system.

A Business Classification Scheme is a hierarchically organised structure for organising the storage of business information.  In the Home Office this involved defining the functions of the Home Office in some detail. This analysis produced the top three levels in the structure.  Below that were up to four levels of activities broken down as far as required so that folders of manageable proportions could be put in place.

The functions and activities are known as 'classes' and shown as green squares marked 'C' in the diagram, with folders 'F' at the lowest level where information is kept.  The National Archives has issued extensive direction on the design of a BCS should be designed and the Home Office CFP is fully compliant with this guidance.

The bulk of the design process involved a series of senior stakeholder meetings plus ½ day workshops and review meetings with staff from every business unit. 

Working with Cornwell Management Consultants, leaders in information management, Ian ran over two hundred and fifty workshops and meetings, engaging with directors from main board level downwards and staff of all grades.  The output was a Windows Explorer structure installed on the Home Office IT system with a folder numbering system, metadata files inserted in every folder and document and record folders put in at the bottom level everywhere.