WCC, Corporate Services Division's Corporate File Classification System files
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:
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
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
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 - Wilf Mexted Scenic Reserve - 111 Collins Avenue and 177 Bing Lucas Drive, Tawa
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