Records Management Classification Template – Free Word Download

Records Management Classification Template – Free Word Download – Copy and Paste Wording Below

Introduction

In the modern digital workplace, information abundance is often a double-edged sword. Project teams are inundated with emails, chat logs, draft documents, spreadsheets, and presentations. Without a structured system to organize this data, a project can quickly descend into chaos. Critical approvals get lost in email chains, obsolete versions of drawings are accidentally sent to vendors, and sensitive financial data is left exposed on shared drives.

The Records Management Classification template is the antidote to this disorder. It is not simply a folder structure; it is a strategic framework for defining what constitutes a “record” versus “noise.” It establishes the rules for how information is categorized, secured, and retrieved.

This document serves as the “Librarian’s Guide” for your project. It defines the taxonomy (naming and sorting rules), the security levels (who can see what), and the metadata requirements (how we tag information). By implementing this classification scheme early in the project lifecycle, you ensure that the project’s intellectual property is preserved and that the team operates from a Single Source of Truth.

The guide below will walk you through setting up a robust classification system. We will cover the hierarchy of information, the distinction between drafts and official records, and the crucial protocols for handling confidential data. This template is essential for any Project Manager working in regulated industries, large enterprises, or complex environments where information integrity is paramount.

Section 1: The Definition of a Project Record

Purpose of This Section

Before you can classify records, you must define what a record actually is. Not every email is a record. Not every sticky note on a whiteboard needs to be saved. If you try to save everything, you will save nothing because the volume will be unmanageable. This section draws the line between “transient information” and “official records.”

Step-by-Step Guidance

You must establish clear criteria for your team. This prevents the project repository from becoming a digital junkyard.

1. Define the “Official Record” Criteria:

A document becomes a record when it meets one of the following conditions:

  • Evidence of Decision: It documents a direction given or an approval granted (e.g., a signed Change Request).
  • Evidence of Transaction: It proves money or goods changed hands (e.g., an Invoice or Receipt).
  • Deliverable: It is a final output required by the contract (e.g., the Design Specification).
  • Legal Requirement: It is mandated by law or regulation (e.g., Safety Inspection Logs).

2. Define “Non-Records” (Transient Data):

Explicitly list what should not be treated as a formal record.

  • Drafts that have been superseded.
  • Logistical emails (e.g., “Meeting moved to Room B”).
  • Duplicate copies saved for personal reference.

The Record Determination Matrix

Use this table to help team members decide if they need to file a document.

Document TypeIs it a Record?ReasoningAction Required
Signed Project CharterYESAuthorizes the project; legal weight.Upload to “01_Initiation” folder as PDF.
Draft Schedule v0.1NOWorking document; not approved.Keep in “Work in Progress” folder; overwrite as needed.
Meeting MinutesYESCaptures decisions and action items.Finalize and upload to “00_Governance”.
“Thank You” EmailNOSocial pleasantry; no business value.Delete after reading.
Vendor Proposal (Winner)YESBasis of contract.File in “04_Procurement/Contracts”.

Tip: The “Touch It Once” Rule

Encourage the team to classify items immediately. If they read an important email, they should save it to the project repository immediately. If they wait until the end of the month, the context will be lost.

Section 2: The Project Taxonomy (Folder Hierarchy)

Purpose of This Section

A shared drive or SharePoint site without a map is a maze. The taxonomy is the standardized folder structure that every project in the portfolio should use. This consistency allows a stakeholder to move from Project A to Project B and instantly know where to find the Risk Register.

Step-by-Step Guidance

Design a hierarchy that flows logically with the project lifecycle or the functional breakdown.

1. Level 1: The Lifecycle Phases or Major Functions:

Top-level folders should be broad categories. Use numbers to force them to sort in the correct order (e.g., “01_Initiation” rather than just “Initiation”).

2. Level 2: The Specific Processes:

Inside the phases, break down by process (e.g., Financials, Risks, Schedules).

3. Level 3: The Artifact Types:

Inside the processes, separate by type (e.g., Invoices vs. Estimates).

Standard Taxonomy Template

Copy and paste this structure into your document management system.

  • 00_Project_Management
    • 00.1_Governance (Steering Committee Decks)
    • 00.2_Planning (Project Management Plan, Schedule)
    • 00.3_Financials (Budget, Forecasts)
    • 00.4_Risk_and_Issue (Registers, Logs)
  • 01_Initiation
    • 01.1_Mandate (Business Case, Charter)
    • 01.2_Stakeholder_Analysis
  • 02_Requirements_and_Design
    • 02.1_Business_Requirements
    • 02.2_Technical_Specs
    • 02.3_UX_UI_Design
  • 03_Execution_and_Build
    • 03.1_Development (Source Code Links)
    • 03.2_Testing (QA Reports, Defect Logs)
    • 03.3_Change_Control (CR Forms)
  • 04_Procurement
    • 04.1_RFPs_and_Bids
    • 04.2_Contracts_and_SOWs
    • 04.3_Vendor_Invoices
  • 05_Closure
    • 05.1_Handover_Docs
    • 05.2_Lessons_Learned

Best Practice: The “Archive” Folder

Always include a folder named “99_Archive” or “Z_Obsolete” at the root level. When a folder becomes too cluttered with old files, drag them into the archive rather than deleting them. This keeps the active folders clean while preserving history.

Section 3: Information Security Classification

Purpose of This Section

Not all records are created equal. Some can be published on the company intranet, while others could ruin the company’s reputation if leaked. This section defines the “Security Tags” that must be applied to documents. This is critical for controlling access permissions.

Step-by-Step Guidance

Define 3 or 4 levels of confidentiality. For each level, define who can access it and how it should be labeled.

Level 1: Public / Unclassified

  • Definition: Information that would cause no harm if released to the general public.
  • Examples: Press releases, published marketing material, job postings.
  • Labeling: No special marking required.

Level 2: Internal Use Only

  • Definition: Information meant for employees. Leaking it would be embarrassing but not catastrophic.
  • Examples: Staff directories, internal newsletters, standard operating procedures, generic project templates.
  • Labeling: Footer should read “Internal Use Only.”

Level 3: Confidential (Project Sensitive)

  • Definition: Information restricted to the Project Team and key stakeholders. Release could compromise the project’s competitive advantage or negotiation position.
  • Examples: Draft requirements, unapproved schedules, vendor bid comparisons, risk registers detailing internal vulnerabilities.
  • Labeling: Watermark or Header: “CONFIDENTIAL“.
  • Access Control: Folder permissions restricted to the “Project Core Team” security group.

Level 4: Restricted / Secret

  • Definition: Highly sensitive information restricted to specific individuals (usually Sponsor and PM). Release could cause legal liability or severe financial loss.
  • Examples: Personnel records, salary data, merger and acquisition targets, password vaults.
  • Labeling: Header: “RESTRICTED – DO NOT DISTRIBUTE“.
  • Access Control: Files password protected or stored in a separate, locked repository.

Classification Mapping Table

Use this table to assign default classifications to common documents.

ArtifactDefault ClassificationAccess Group
Project CharterLevel 2 (Internal)All Staff
Budget & InvoicesLevel 3 (Confidential)PM, Finance, Sponsor
Team Performance ReviewsLevel 4 (Restricted)PM, HR Only
User ManualsLevel 1 (Public)Open / Customers

Section 4: Metadata and Tagging Standards

Purpose of This Section

In modern systems like SharePoint, searching for a file by name is inefficient. Metadata (data about data) allows you to filter and sort records powerfully. This section defines the “properties” that must be filled out when a file is uploaded.

Step-by-Step Guidance

Do not over-engineer this. If you ask users to fill out 20 fields, they will revolt. Stick to the “Critical 5” metadata fields.

1. Document Type:

A dropdown list (e.g., Contract, Report, Plan, Email, Spreadsheet).

  • Why: Allows you to say “Show me all Contracts.”

2. Status:

A dropdown list (Draft, In Review, Approved, Obsolete).

  • Why: Prevents people from using an old version.

3. Owner/Author:

The person responsible for the content.

  • Why: Lets you know who to ask questions.

4. Effective Date:

The date the document became active.

  • Why: Helps with audit trails and version history.

5. Related Deliverable ID:

The WBS code or Deliverable ID (e.g., DEL-004).

  • Why: Links the document to the project schedule.

Naming Conventions

Even with metadata, filenames matter. A filename should be descriptive enough to understand without opening the file.

The Formula:

[Date (YYYYMMDD)] – [ProjectCode] – [Description] – [Status] – v[Version]

Examples:

  • 20241012-PRJ001-BusinessCase-Approved-v1.0.pdf
  • 20241105-PRJ001-RiskRegister-Draft-v0.4.xlsx
  • 20250120-PRJ001-SteeringCoMinutes-Final-v1.0.docx

Rules:

  • No Spaces: Use hyphens (-) or underscores (_) to separate words if your system struggles with spaces in URLs.
  • Dates First: Putting the date first (Year-Month-Day) ensures files sort chronologically by default.
  • CamelCase: Capitalize the first letter of each word in the description to save space (e.g., “BusinessCase” instead of “Business Case”).

Section 5: Version Control and Revision History

Purpose of This Section

“Which version is the right one?” is the most common question in project management. This section establishes the rigorous rules for version numbering to ensure the team is always working on the current iteration.

Step-by-Step Guidance

Differentiate between “Minor” (Working) versions and “Major” (Release) versions.

1. Minor Versions (0.x):

Used while the document is being drafted or reviewed.

  • Start at v0.1.
  • Increment to v0.2, v0.3, etc., with every significant edit.
  • Implication: These are not ready for external consumption.

2. Major Versions (1.0, 2.0):

Used when a document is formally approved or baselined.

  • The first signed version is v1.0.
  • If you need to change v1.0, you create v1.1 (draft of the update).
  • When v1.1 is approved, it becomes v2.0.

The “Version Control Block”

Every document must have a table on the second page tracking its history.

Template:

VersionDateAuthorDescription of ChangeApproved By
0.1Jan 10J. DoeInitial DraftN/A
0.2Jan 12J. DoeAdded Budget SectionN/A
1.0Jan 15J. DoeFinal for Sign-offSponsor
1.1Feb 20M. SmithUpdated Cost EstimatesN/A
2.0Feb 25M. SmithRe-baselined BudgetSteering Comm

Handling “Forked” Versions

Address the scenario where two people edit a file at the same time.

  • Rule: “Use the ‘Check Out’ feature in SharePoint to lock the file while editing. If a conflict occurs, the Project Manager will merge the changes manually into a new master version.”

Section 6: Physical Records Management

Purpose of This Section

While most projects are digital, physical artifacts still exist. These might include signed paper contracts, wet-ink architectural drawings, prototypes, or hardware samples. You cannot upload a brick to the cloud. This section explains how to track physical items within the digital system.

Step-by-Step Guidance

Create a “Digital Twin” or a “Placeholder” record for every physical item.

1. The Placeholder Record:

Create a metadata entry in the digital repository that represents the physical object.

  • Filename: [Date]-PhysicalRecord-[Description]-LocationMarker
  • Content: A text file or PDF stating, “The original physical sample is stored in Cabinet B.”

2. Storage Locations:

Define where physical items are kept.

  • Site A: Project War Room (File Cabinet 1).
  • Site B: Legal Department Safe.
  • Site C: Off-site Warehouse.

3. Labeling Physical Media:

Every physical folder or item must have a label corresponding to its Digital ID.

  • Label Format: Project ID / Record ID / Owner
  • Example: PRJ-001 / ITEM-442 / J. Smith

Section 7: Distribution and Access Protocols

Purpose of This Section

Classification is useless if you simply email everything to everyone. This section defines the “Traffic Rules” for moving records. It aims to reduce email attachment fatigue and improve security.

Step-by-Step Guidance

Promote the “Link, Don’t Attach” philosophy.

1. Internal Distribution:

  • Rule: “Do not attach files to emails for internal recipients. Instead, upload the file to the repository and send a hyperlink.”
  • Benefit: Ensures everyone looks at the same version (Single Source of Truth) and reduces mailbox size.

2. External Distribution (Vendors/Clients):

  • Rule: “Files sent externally must be converted to PDF to prevent accidental editing, unless the recipient is required to edit the source (e.g., a collaborative schedule).”
  • Security Check: “Before sending, verify the file does not contain ‘Level 4: Restricted’ data or hidden metadata (Track Changes comments).”

3. Permissions Management:

Who manages the access list?

  • Role: The Project Administrator or PM.
  • Process: “Access requests must be submitted via email to the PM. Access is granted on a ‘Need to Know’ basis. Permissions are reviewed quarterly to remove staff who have left the project.”

Section 8: Roles and Responsibilities

Purpose of This Section

Assign clear ownership. If everyone is responsible for filing, no one is responsible for filing.

Role Descriptions

1. Record Owner (Usually the Author):

  • Creates the record.
  • Assigns the initial classification (e.g., Confidential).
  • Ensures the metadata is correct upon upload.

2. Record Custodian (Project Manager / Project Admin):

  • Maintains the folder structure.
  • Grants and revokes access permissions.
  • Performs monthly “clean-ups” to ensure naming conventions are followed.
  • Manages the archive and disposal process.

3. Record Consumer (Team Member):

  • Follows the “Check Out / Check In” rules.
  • Does not save local copies of critical documents.
  • Reports any misfiled or missing records to the Custodian.

Conclusion – Records Management Classification Template – Free Word Download

A robust Records Management Classification system is the backbone of an organized project. It transforms a scattered collection of files into a structured library of knowledge. While it requires discipline to set up and enforce, the payoff is immense.

Consider the alternative: a project where the Sponsor is reviewing “Budget_v2.xls” while the PM is updating “Budget_Final_Real.xls,” and the Finance team is paying invoices based on “Budget_Old.xls.” That scenario is a recipe for disaster. By implementing the taxonomy, naming conventions, and security protocols defined in this template, you eliminate that risk.

When you complete this document, share it with the entire team during the onboarding process. Make it a “living document.” If the team finds that the folder structure is too complex, simplify it. If they find they need a new category for “Drone Footage,” add it. The goal is usability. A classification system that is too complex will be ignored; one that is intuitive will be embraced. Use this template to build a system that works for your team, not against them.

Meta Description:

A comprehensive guide to Project Records Management Classification. Defines folder taxonomy, security levels, naming conventions, and version control standards for project success.

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