WCC, Corporate Services Division's Corporate File Classification System files

Descriptive Data

Archives Identifier00726Date Range1976-2016DescriptionThe Corporate Classification Directory, as it was known, came about as a result of work done in the Corporate Services Division of WCC by Alison Fraser of Acton Fraser and Associates, over the period 1991–1994. In 1991 a classification scheme was developed using a framework partly based on the then-current Town Clerk’s Department system of filing (Series 00001) and partly on the subjects of incoming daily correspondence received by the Council. This was implemented in July 1992, with records being filed either on the existing Town Clerks Series files, or on newly created Corporate Services files (Series 00073). Both file series were managed using the newly introduced Automated Records Management System, ARMS.

Over the next couple of years this proto-classification was added to on an ad-hoc basis. A concerted effort to redevelop this proto classification began in September 1993. By this stage there were still around 23 separate file systems in use across WCC. A proposed structure was developed reflecting the various sections of the 1993-94 Annual Plan and a draft content was written using the file codes and titles then in use. The file code system was changed from alpha-numeric to numeric. City Records approached all WCC business units and assessed the business functions carried out based on their existing file systems. These were then mapped back into the appropriate section of the new corporate classification directory.

The Corporate Classification Directory was published in early May 1994 and began to be used Council-wide from May 1994 onwards. The new directory allocated a block of one hundred prime numbers to each business function as follows:

0100-0199 Reserved
0200-0299 Equipment & Supplies
0300-0399 Finance Management
0400-0499 HR Management
0500-0599 Property case Files
0600-0699 Social Environment
0700-0899 Economic Environment
0900-0999 Urban & natural Environment
1000-1099 Physical Infrastructure
1100-1199 Democratic process
1200-1299 Commercial Enterprises
1300-1399

Refinement of the subject in this system was done by using any one of the 100 numbers allocated within the block, e.g., 0480 represents, Finance, Property. For file subseries still in use the Town Clerk’s classification is subsumed under this prime number. For example, the Town Clerks Department encroachment file for 42 Evans Bay Parade (file number 47/2884) became 0480-47-2884 in the new classification.

The classification scheme was not adopted by all Council business units. Some kept using their existing file systems. For example, the Roading and Traffic and Drainage and Water Supply teams retained their existing City Engineers Department file sub-series as they found it easier to use the old numbering system than the new classification system because of the perceived complexity of the subject. Other units developed their own ad-hoc filing systems or had separate file systems developed by City Records; this was the case for Landfills and the Mayor’s Office correspondence records. In the case of the Mayor's Office the WCC Class was seen to have too many file categories which appeared confusing to the user.

Control of the system was always managed centrally by City Records, although physically some files were held with their related Business Units. For example, Property and the City Architects office held specific high-use subseries within their team location, but the files were still managed by City Records, who created new parts and received closed files for storage. Initially managed using the ARMS system, control over the file system was later managed using DB TextWorks.

In the mid-2000s Council began implementing Hummingbird EDRMS to manage electronic documents. Documents received electronically were often still sent for filing, or documents scanned and saved before filing, being duplicated in the system. Also, through business process, for example Council and Committee agenda and minutes. From 2013 the system began to be closed, as Council moved to digital recordkeeping as part of implementing a new electronic document management system. Some teams continued to use the system however until the late 2010s, when it was formally closed.

In the mid-2000's City Engineer's Department files were transferred from City Records to City Archives. This did not include certain subseries of files that had papers post-2000 on them - in particular 8/- Roading, 12/- Drainage, 19/- Footpaths and Access, 35/- Condition of Street, 40/- Water Supply and 46/- Stormwater files. Those files remained with City Records and were added to the WCC Classification files system.Quantity (Linear Metres)293.75MediumFileSystem of ArrangementFiles were created by City Records, who also carried out the bulk of filing. While the majority of files were stored and managed by City Records, a smaller number of files were also held in the Property Department. City Records however were still responsible for administering and creating the files.Collection TypeWellington City Council

Correspondence

Committees & meetings - Communications Sub-Committee

Property - Southcoast Developments Limited - Easement over reserve land at 55 Frobisher Street, Island Bay

Property - Site file - Rights of way, easements and accessways - Happy Valley Road - Subdivision of site 1078

Property - Site file - Victoria Street legalisation

Property - Substations - Leases and easements - Transalta

Property - Right of way easement - 138 Tirangi Road, Lyall Bay

Property - Leases - 28 Barker Street - WCC Archives

Property - Substations - Leases and easements - Transalta

Property - Legalisation - 2C Abilene Crescent, Churton Park

Property - Site File - Wilf Mexted Scenic Reserve - 111 Collins Avenue and 177 Bing Lucas Drive, Tawa

Property - Disposals - 177 Bing Lucas Drive

Property - Legalisation - Devon Street

Property - Acquisition - Keruru Bend, Tawa

Property - Road Stopping - 104 John Sims Drive, Broadmeadows

Property - Easement - 90 Percy Dyett Drive, Karori

Property - Land Exchange - 13-17 Hanson Street, Newtown

Property - Site File - 73-75 Hawker Street, Mt Victoria - St Gerards Monastery Land - Slips

Property - Surplus Properties - Court Road, Tawa

Property - Road Stopping - 42 View Road, Houghton Bay

Property - Road Stopping - 146 Cockayne Road, Khandallah

Property - Acquisition of land need for road widening from 430, 474 and 556 Ohariu Valley Road, Ohariu

Property - Legalisation of carriageway land (Makara Road) between properties at 819 and 746 Makara Road, Makara

Access Information

Restriction StatusOpen

Related Agencies

Controlling/Creating AgencyCorporate Services DivisionRelationship Date RangeSeptember 2003-2012

Administrative Data

Described ByTrove 2019Date of Description30/5/2019Registration StandardDraftAdditional NotesProcessed from Accession Transfers: 2003/46; 2004/20; 2010/33; 2010/47; 2011/10; 2011/16; 2013/5; 2013/11; 2013/17; 2013/22; 2017/21; 2017/42; 2 files from 2013/26 May 2018; 5 boxes from 2012/43 May 2018; 63 boxes processed into Series from Accession 2018/37 Nov 2018. 73 Boxes processed into series from Accession 2018/38 Nov 2018. 72 Boxes processed into series from Accession 2018/41 November 2018. 85 Boxes processed into series from Accession 2018.49 Nov 2018. 113 Boxes Processed into Series from Accession 2018/53 Jan 2019. Boxes 701, 738, 770 Empty. 2 Boxes processed into series from Accession 2012/42 Jan 2019.

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WCC, Corporate Services Division's Corporate File Classification System files