NHSBSA Corporate Business Classification Scheme
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1 NHSBSA Corporate Business Classification Scheme NHS Business Services Authority Corporate Secretariat NHSBSARM014
2 Issue Sheet Document reference Document location Title Author Issued to Why issued NHSBSARM014 S:\BSA\IGM\Managing IG\Managing Corporate Records Management\REC Developing Corporate Classification\01.Current and Final\NHSBSARM014 NHS Corporate Business Classification Scheme Rachel Hardiman All Staff For information / action Last Reviewed Revision Details Version Date Amended by Approved by Details of amendments v IGSG
3 Contents Introduction... 1 Part I: BCS Generic Classes Only... 2 Managing Human Resources... 2 Managing Corporate Finance Managing Corporate Buildings and Property Managing Procurement... 4 Investigating Fraud... 4 Security Management... 4 Managing Supply Chain Contract... 4 Managing Payments for Health Services... 5 Managing Financial Support Applications... 5 Managing Pensions... 5 Managing Dental Reference Service... 5 Managing Business Unit... 5 Part II: BCS Including Instance Classes Corporate Leadership; Human Resources... 6 Corporate Finance; Corporate Governance... 7 Buildings and Property; Corporate Relations; Procurement... 8 Investigating Fraud; Security Management; Supply Chain Contract... 9 Payments for Health Services; Financial Support Applications; Pensions... 9 Dental Reference Service; Managing Business Unit... 9 Part III: BCS Including Sample Entries Corporate Leadership Human Resources; Corporate Finance Corporate Governance Buildings and Property; Corporate Relations; Procurement; Investigating Fraud Security Management; Supply Chain Contract; Payments for Health Services Financial Support Applications; Pensions Dental Reference Service; Managing Business Unit Part IV: File-plan Model with Samples Corporate Leadership Administering Corporate groups / Meetings Developing Policy Human Resources Line-Managing Staff Members Managing Performance [selection] Human Resources Line-Managing Staff Members Managing Staff Record [selection] References... 19
4 Introduction Business Classification Scheme (BCS) The Business Classification Scheme is a conceptual representation of the NHSBSA's business. It describes business functions and activities, and the relationships between them. Functions represent the highest level of business activity they are the major responsibilities that are managed by an organisation to fulfil its mission or mandate, and its responsibilities to its stakeholders. Within these top-level functions, there are further sub-functions or activities to reflect the tasks performed to accomplish each function. While there are many ways of structuring a classification scheme e.g. by organisational structure, or by location the NHSBSA BCS follows best practice in categorising records by business function. A functional approach focuses on managing records according to their business context (why they exist) rather than their content or their location. The BCS may depart from a purely functional schema at its lower levels, for reasons of convenience or logic. Thus, a patient is clearly neither a function nor an activity of a hospital, but it obviously makes sense to hold patient records in the form of case files in each patient's name rather than in series based on the different activities that take place around the patient's treatment. File-plan The BCS 'sits above' corporate and local File-plans, which are the embodiment of the classification scheme. The BCS and File-plan are not, however, identical: while the higher levels of a file-plan will generally coincide with its governing BCS, it will inevitably depart from a functional approach in the levels below the BCS, where the actual files and records are located. Files will be based on date ranges, topics, individual or group names, geographical location, etc At its lowest level, the file-plan will almost always contain a folder based on date, as one of its principal functions is to manage retention. To assign a retention period to a record, it must consist of or be contained in a folder to which a single date can be assigned. File-plans are derived from pre-digital methods of recordkeeping and records management, where records were overwhelmingly held in paper folders, registers, etc. Unstructured digital records can be represented in much the same way the folder view of files on shared network drives are file-plans; though without the application of corporate records management practice, they are organised according to individual preference rather than consistent principles. Structured records, such as those held in line-of-business systems, are not easily assimilated to the BCS or file-plan, but should nonetheless be represented: an empty folder called, e.g., XYZ System Data could be inserted at the relevant node, to show that these records exist and to indicate their place in the overall scheme. A fully articulated file-plan cannot be produced without a thorough audit or survey of the records held by each business area, which would reveal the actual records series in existence, the organising principles currently applied to them, and their relation to other series. In the meantime, model fileplans have been drawn up for a handful of the more generic functions (e.g. administering corporate committees, developing policy, line-managing staff). These are available in Section IV of this document. Notes on this document This document is set out in sections providing increasingly detailed views, or partial views, of the BCS. Section I shows the generic functions and sub-functions, while Section II also shows instance types, to indicate, e.g., whether a case-file or an instance of a given activity should be used in the classification. Section III populates the BCS with a few examples of actual sub-functions / activities / case-files, and Section IV provides a handful of examples of how the BCS can be extended into the folder structure of the file-plan The examples given are by no means exhaustive, and it is expected that local records managers, in collaboration with the officer responsible for corporate records management, will expand and fully populate the BCS and file-plan for their own business streams / units. Further information A fuller explanation of the BCS and file-plan is available in Section 5 of the full Records Management Guidance NHSBSARM015 (see References at the end of this document for link). 1
5 Business Classification Scheme Generic Classes BCS levels showing unchanging classes, i.e. without classes consisting of a series of single instances (with a handful of exceptions where a Case File is required as a high-level class) Sub-Activities or Case Types Administering Corporate Groups / Meetings Administering Professional Liaison (Lead) Administering Professional Liaison (Attending) Developing Policy Developing Strategy [Relevant Activity] Developing Procedures Managing Risk Business Continuity Planning Managing Risk Identifying and Assessing Risk Managing Government / Parliamentary Relations Government Reporting Managing Government / Parliamentary Relations Managing Communications Managing Government / Parliamentary Relations Responding to Parliamentary Questions Managing Government / Parliamentary Relations Participating in Formal Inquiries Managing Financial Provisions Financial Planning & Budgeting Managing Specialist Information Drug Tariff Records Managing Specialist Information MDR Drug & Appliance Database Managing Specialist Information Organisational Data Providing Specialist Information Prescription Services Reporting Analysis and Research Collecting Management Information Analysis and Research Management Information Analysis & Reporting Managing Projects Developing Organisation Managing Corporate Performance Operational Performance Managing Corporate Performance Strategic Performance Managing Corporate Planning Operational Planning Managing Corporate Planning Strategic Planning Restructuring Organisation Managing Human resources [Relevant Function / Activity] Developing Procedures Managing Human resources Line-Managing Staff Members [Name of Staff Member] Managing Performance Managing Human resources Line-Managing Staff Members [Name of Staff Member] Managing Staff Record Managing Human resources Group Staff Management Workforce Administration Managing Human resources Group Staff Management Workforce Planning Managing Human resources Group Staff Management Managing Remuneration Managing Human resources Group Staff Management Complying with Equality Policy Managing Human resources Development of training content and programme Managing Human resources Provision of Training Programmes Managing Human resources Managing Recruitment process Managing Human resources Managing Disciplinary Process Managing Human resources Managing Health & Safety Requirement Managing Incidents Managing Human resources Managing Health & Safety Requirement Managing and Monitoring Hazards 2
6 Sub-Activities or Case Types Managing Corporate Finance [Relevant Activity] Developing Procedures Managing Corporate Finance Managing Financial Transactions: Payments Out Administering Payroll Managing Corporate Finance Managing Financial Transactions: Payments Out Administering Pension Contributions Managing Corporate Finance Managing Financial Transactions: Payments Out Administering Trade Union Subscriptions Managing Corporate Finance Managing Financial Reporting Managing Corporate Finance Managing Financial Transactions: Payments In Managing Corporate Finance Managing Accounting Financial Accounting Managing Corporate Finance Managing Accounting Internal Accounting Managing Corporate Finance Managing Accounting Management Accounting Managing Corporate Finance Managing Accounting Statutory Accounting Managing Corporate Finance Managing Financial Assets & Liabilities Managing Cash Managing Corporate Finance Managing Financial Assets & Liabilities Managing Funding Managing Corporate Finance Managing Financial Assets & Liabilities Managing Investments Managing Corporate Finance Managing Financial Assets & Liabilities Managing Tax Managing Corporate Finance Managing Insurance Administering Insurance Claims Managing Corporate Finance Managing Insurance Administering Insurance Policies [Relevant Activity] Developing Procedures Responding to Internal or External Enquiries (other than FOI / DPA / EIR) Managing Response to Complaints Managing Quality Assurance Maintaining Compliance Managing Quality Assurance Managing Accreditation Managing Information Compliance Responding to requests for information: FOIA Managing Information Compliance Responding to requests for information: DPA Managing Information Compliance Responding to requests for information: EIR Managing Information Compliance Maintaining Registration as a Data Controller Facilitating Audit Managing Audit Managing Legal Support Managing Litigation Managing Legal Support Developing Legal Framework Managing Legal Support Managing Legal Claims Managing Legal Support Providing Legal Advice Managing Records and Information Conducting Records Surveys Managing Records and Information Developing Recordkeeping Framework Managing Records and Information Managing Records Continuity Managing Records and Information Managing Records Disposal Managing Records and Information Managing Retention Maintaining Authority of BSA Managing ICT Developing ICT Systems Managing ICT Managing ICT System Operations Managing ICT Managing ICT Systems Security Administering Appointment of Senior Officers 3
7 Sub-Activities or Case Types Administering Groups / Meetings (Non-corporate) Developing Governance Framework Investigating Public Interest Disclosure Allegations Managing Environmental Requirements Assessing Requirements Managing Environmental Requirements Maintaining Compliance Managing Environmental Requirements Managing Accreditation Managing Environmental Requirements Managing Energy Use Managing Environmental Requirements Managing Incidents Managing Environmental Requirements Managing Waste Managing Corporate Buildings & Property [Relevant Activity] Developing Procedures Managing Corporate Buildings & Property Managing Building Maintaining Building Managing Corporate Buildings & Property Managing Building Developing Building Managing Corporate Buildings & Property Managing Building Managing Security Managing Corporate Buildings & Property Managing Property Acquiring Property Managing Corporate Buildings & Property Managing Property Disposing of Property Managing Corporate Buildings & Property Managing Property Leasing Property Managing Corporate Buildings & Property Managing Storage Managing Records Storage Managing Corporate Buildings & Property Managing Storage Managing Goods Storage Managing Corporate Buildings & Property Managing Physical Assets Maintaining Asset Register Managing Corporate Buildings & Property Delivering Building Services Developing Facilities Managing Corporate Buildings & Property Delivering Building Services Managing and Administering Facilities Managing Corporate Buildings & Property Delivering Building Services Managing Access Managing Corporate Buildings & Property Delivering Building Services Managing Internal Supply Chain Managing Corporate Buildings & Property Delivering Building Services Managing Equipment and Consumables [Relevant Activity] Developing Procedures Managing Industrial Relations Negotiating with Union Managing Staff Representation Safety Responding to External Consultation Requesting External Consultation Producing Information for External Audiences Producing Information for Internal Audiences Giving Advice and Guidance Managing Conferences / Events Managing Procurement [Relevant Activity] Developing Procedures Managing Procurement Managing Tenders and Contracts Approving Suppliers Managing Procurement Managing Tenders and Contracts Managing Contracts Managing Procurement Managing Tenders and Contracts Purchasing Managing Procurement Managing Tenders and Contracts Tendering Contracts Investigation of Fraud [Relevant Activity] Developing Procedures Investigation of Fraud Investigation / Prosecution of Case [Case File] Investigation of Fraud Patient Exemption Checks Security Management [Relevant Activity] Developing Procedures Supply Chain Management [Relevant Activity] Developing Procedures 4
8 Sub-Activities or Case Types Managing Payments for Health Services [Relevant Activity] Developing Procedures Managing Payments for Health Services Paying Personal Dental Services Managing Payments for Health Services Paying General Dental Services Managing Payments for Health Services Paying Pharmacies for prescriptions Managing Payments for Health Services Authorising Payment to Dispensing Doctors Managing Payments for Health Services Authorising Payment to Appliance Contractors Managing Payments for Health Services Developing or Reviewing Payment Schedules Managing Payments for Health Services Paying for Disposal of Clinical Waste Managing Financial Support Applications [Relevant Activity] Developing Procedures Managing Financial Support Applications Managing student grants Student Bursaries [Applicant name] Administering Applications Managing Financial Support Applications Managing student grants Student Bursaries [Applicant name] Administering Payments Managing Financial Support Applications Managing student grants Social Work Bursaries [Applicant name] Administering Applications Managing Financial Support Applications Managing student grants Social Work Bursaries [Applicant name] Administering Payments Managing Financial Support Applications Managing EHIC [Applicant name] Administering Applications for EHIC Managing Financial Support Applications Managing EHIC [Applicant name] Distributing EHIC Managing Financial Support Applications Managing Help with Health Costs Eligible Age Groups Managing Financial Support Applications Managing Help with Health Costs Benefit Recipients Managing Financial Support Applications Managing Help with Health Costs Tax Credit Recipients Managing Financial Support Applications Managing Help with Health Costs Medical Exemption Certificates (Medex) Managing Financial Support Applications Managing Help with Health Costs Maternity Exemption Certificates (Matex) Managing Financial Support Applications Managing Help with Health Costs NHS Low Income Scheme (LIS) Managing Financial Support Applications Managing Help with Health Costs Prescription Prepayment Certificates (PPCs) Managing Pensions [Relevant Activity] Developing Procedures Managing Pensions Managing members' pensions Claimed benefits Managing Pensions Managing members' pensions Unclaimed benefits Managing Pensions Paying Injury benefits Managing Pensions Managing pension scheme Managing Dental Reference Service [Relevant Activity] Developing Procedures Managing Dental Reference Service DRS Clinic checks Managing Dental Reference Service DRS surgery visits Managing Business Unit [Business Unit] Managing Meetings Managing Business Unit [Business Unit] Planning Work Managing Business Unit [Business Unit] Monitoring Work 5
9 Business Classification Scheme With 'instance' classes BCS levels extended to show classes consisting of a series of single instances, such as case-file types (e.g. HR staff files) or single instances of generic types (e.g. IT Policy, HR Policy) Sub-Activities or Case Types Administering Corporate Groups / Meetings [Committee / group name] Administering Professional Liaison (Lead) [Name of Liaison Body] Administering Professional Liaison (Attending) [Name of Liaison Body] Developing Policy [Relevant Function / Activity, e.g. HR Policy] [Relevant Activity / Sub-Activity, e.g. Training Policy] Developing Strategy [Relevant Function / Activity, e.g. HR Strategy] [Relevant Activity / Sub-Activity, e.g. Training Strategy] [Relevant Activity] Developing Procedures [Relevant sub-activity / topic] Managing Risk Business Continuity Planning Managing Risk Identifying and Assessing Risk Managing Government / Parliamentary Relations Government Reporting Managing Government / Parliamentary Relations Managing Communications Managing Government / Parliamentary Relations Responding to Parliamentary Questions [Year / Type of question] Managing Government / Parliamentary Relations Participating in Formal Inquiries Managing Financial Provisions Financial Planning & Budgeting Managing Specialist Information Drug Tariff Records Managing Specialist Information MDR Drug & Appliance Database Managing Specialist Information Organisational Data Providing Specialist Information Prescription Services Reporting Analysis and Research Collecting Management Information Analysis and Research Management Information Analysis & Reporting Managing Projects [Project Name] Developing Organisation Managing Corporate Performance Operational Performance Managing Corporate Performance Strategic Performance Managing Corporate Planning Operational Planning Managing Corporate Planning Strategic Planning Restructuring Organisation Managing Human resources [Relevant Function / Activity] Developing Procedures Managing Human resources Line-Managing Staff Members [Name of Staff Member] Managing Performance Managing Human resources Line-Managing Staff Members [Name of Staff Member] Managing Staff Record Managing Human resources Group Staff Management Workforce Administration Managing Human resources Group Staff Management Workforce Planning Managing Human resources Group Staff Management Managing Remuneration Managing Human resources Group Staff Management Complying with Equality Policy Managing Human resources Development of training content and programme [Relevant Function or Activity, e.g. HR Training] [Relevant Activity or Sub-Activity, e.g. Appraiser Training] Managing Human resources Provision of Training Programmes [Relevant Function or Activity, e.g. HR Training] [Relevant Activity or Sub-Activity, e.g. Appraiser Training] Managing Human resources Managing Recruitment process [Vacancy Name] Managing Human resources Managing Disciplinary Process [Name of Staff Member] Managing Human resources Managing Health & Safety Requirement Managing Incidents [Relevant Aspect, e.g. Hazardous Substances] Managing Human resources Managing Health & Safety Requirement Managing and Monitoring Hazards [Relevant Aspect, e.g. Hazardous Substances] 6
10 Sub-Activities or Case Types Managing Corporate Finance [Relevant Activity] Developing Procedures Managing Corporate Finance Managing Financial Transactions: Payments Out Administering Payroll Managing Corporate Finance Managing Financial Transactions: Payments Out Administering Pension Contributions Managing Corporate Finance Managing Financial Transactions: Payments Out Administering Trade Union Subscriptions Managing Corporate Finance Managing Financial Transactions: Payments Out [Specific sub-function / activity] Managing Corporate Finance Managing Financial Reporting Managing Corporate Finance Managing Financial Transactions: Payments In [Specific sub-function / activity] Managing Corporate Finance Managing Accounting Financial Accounting Managing Corporate Finance Managing Accounting Internal Accounting Managing Corporate Finance Managing Accounting Management Accounting Managing Corporate Finance Managing Accounting Statutory Accounting Managing Corporate Finance Managing Financial Assets & Liabilities Managing Cash Managing Corporate Finance Managing Financial Assets & Liabilities Managing Funding Managing Corporate Finance Managing Financial Assets & Liabilities Managing Investments Managing Corporate Finance Managing Financial Assets & Liabilities Managing Tax Managing Corporate Finance Managing Insurance Administering Insurance Claims Managing Corporate Finance Managing Insurance Administering Insurance Policies [Relevant Activity] Developing Procedures Responding to Internal or External Enquiries (other than FOI / [Case File] DPA / EIR) Managing Response to Complaints [Case File] Managing Quality Assurance Maintaining Compliance Managing Quality Assurance Managing Accreditation Managing Information Compliance Responding to requests for information: FOIA [Year] [Case File] Managing Information Compliance Responding to requests for information: DPA [Year] [Case File] Managing Information Compliance Responding to requests for information: EIR [Year] [Case File] Managing Information Compliance Maintaining Registration as a Data Controller Facilitating Audit [Year / Service or Service / Year] Managing Audit [Year / Service or Service / Year] Managing Legal Support Managing Litigation Managing Legal Support Developing Legal Framework Managing Legal Support Managing Legal Claims [Case File] Managing Legal Support Providing Legal Advice Managing Records and Information Conducting Records Surveys Managing Records and Information Developing Recordkeeping Framework Managing Records and Information Managing Records Continuity Managing Records and Information Managing Records Disposal Managing Records and Information Managing Retention Maintaining Authority of BSA 7
11 Sub-Activities or Case Types Managing ICT Developing ICT Systems Managing ICT Managing ICT System Operations Managing ICT Managing ICT Systems Security Administering Appointment of Senior Officers Administering Groups / Meetings (Non-corporate) [Committee / group name] Developing Governance Framework Investigating Public Interest Disclosure Allegations Managing Environmental Requirements Assessing Requirements Managing Environmental Requirements Maintaining Compliance Managing Environmental Requirements Managing Accreditation Managing Environmental Requirements Managing Energy Use Managing Environmental Requirements Managing Incidents Managing Environmental Requirements Managing Waste Managing Corporate Buildings & Property [Relevant Activity] Developing Procedures Managing Corporate Buildings & Property Maintaining Building Maintaining Property [redundant] [Property Name] Managing Corporate Buildings & Property Maintaining Building Managing Equipment and Consumables Managing Corporate Buildings & Property Maintaining Building Managing Security Managing Corporate Buildings & Property Managing Property Acquiring Property [Property Name] Managing Corporate Buildings & Property Managing Property Disposing of Property [Property Name] Managing Corporate Buildings & Property Managing Property Leasing Property [Property Name] Managing Corporate Buildings & Property Managing Storage Managing Records Storage Managing Corporate Buildings & Property Managing Storage Managing Goods Storage Managing Corporate Buildings & Property Managing physical Assets Maintaining Asset Register Managing Corporate Buildings & Property Delivering Building Services Developing Facilities [Property Name] Managing Corporate Buildings & Property Delivering Building Services Managing and Administering Facilities [Property Name] Managing Corporate Buildings & Property Delivering Building Services Managing Access [Property Name] Managing Corporate Buildings & Property Delivering Building Services Managing Internal Supply Chain [Relevant Activity] Developing Procedures Managing Industrial Relations Negotiating with Union Managing Staff Representation Safety Responding to External Consultation Requesting External Consultation Producing Information for External Audiences Producing Information for Internal Audiences Giving Advice and Guidance [Function / Activity / Topic] [Topic] Managing Conferences / Events Managing Procurement [Relevant Activity] Developing Procedures Managing Procurement Managing Tenders and Contracts Approving Suppliers [Contract or Project Name] Managing Procurement Managing Tenders and Contracts Managing Contracts [Contract or Project Name] Managing Procurement Managing Tenders and Contracts Purchasing [Contract or Project Name] Managing Procurement Managing Tenders and Contracts Tendering Contracts [Contract or Project Name] 8
12 Sub-Activities or Case Types Investigation of Fraud [Relevant Activity] Developing Procedures Investigation of Fraud Investigation / Prosecution of Case [Case File] Investigation of Fraud Patient Exemption Checks Security Management [Relevant Activity] Developing Procedures Supply Chain Management [Relevant Activity] Developing Procedures Managing Payments for Health Services [Relevant Activity] Developing Procedures Managing Payments for Health Services Paying Personal Dental Services [Contract Number] Managing Payments for Health Services Paying General Dental Services Managing Payments for Health Services Paying Pharmacies for prescriptions Managing Payments for Health Services Authorising Payment to Dispensing Doctors Managing Payments for Health Services Authorising Payment to Appliance Contractors Managing Payments for Health Services Developing or Reviewing Payment Schedules Managing Payments for Health Services Paying for Disposal of Clinical Waste Managing Financial Support Applications [Relevant Activity] Developing Procedures Managing Financial Support Applications Managing student grants Student Bursaries [Applicant name] Administering Applications Managing Financial Support Applications Managing student grants Student Bursaries [Applicant name] Administering Payments Managing Financial Support Applications Managing student grants Social Work Bursaries [Applicant name] Administering Applications Managing Financial Support Applications Managing student grants Social Work Bursaries [Applicant name] Administering Payments Managing Financial Support Applications Managing EHIC [Applicant name] Administering Applications for EHIC Managing Financial Support Applications Managing EHIC [Applicant name] Distributing EHIC Managing Financial Support Applications Managing Help with Health Costs Eligible Age Groups [Applicant name] Managing Financial Support Applications Managing Help with Health Costs Benefit Recipients [Applicant name] Managing Financial Support Applications Managing Help with Health Costs Tax Credit Recipients [Applicant name] Managing Financial Support Applications Managing Help with Health Costs Medical Exemption Certificates (Medex) [Applicant name] Managing Financial Support Applications Managing Help with Health Costs Maternity Exemption Certificates (Matex) [Applicant name] Managing Financial Support Applications Managing Help with Health Costs NHS Low Income Scheme (LIS) [Applicant name] Managing Financial Support Applications Managing Help with Health Costs Prescription Prepayment Certificates (PPCs) [Applicant name] Managing Pensions [Relevant Activity] Developing Procedures Managing Pensions Managing members' pensions Claimed benefits [Case File] Managing Pensions Managing members' pensions Unclaimed benefits [Case File] Managing Pensions Paying Injury benefits [Case File] Managing Pensions Managing pension scheme Managing Dental Reference Service [Relevant Activity] Developing Procedures Managing Dental Reference Service DRS Clinic checks Managing Dental Reference Service DRS surgery visits Managing Business Unit [Business Unit] Managing Meetings Managing Business Unit [Business Unit] Planning Work Managing Business Unit [Business Unit] Monitoring Work 9
13 Business Classification Scheme With examples BCS levels extended to include examples of single-instance classes (n.b. the examples in red are indicative only and are not to be taken as exhaustive) Administering Corporate Groups / Meetings Board Administering Corporate Groups / Meetings Leadership Team Administering Corporate Groups / Meetings Remuneration Committee Administering Corporate Groups / Meetings Audit and Risk Management Committee Administering Corporate Groups / Meetings Information Security Forum Administering Corporate Groups / Meetings ICT Leads Group Administering Professional Liaison (Lead) [Name of Liaison Body] Administering Professional Liaison (Attending) [Name of Liaison Body] Developing Policy HR Policy Training Policy Developing Policy Corporate Governance Policy Information Governance Policy Records Management Policy Developing Policy Security Management Policy Lone Working Developing Strategy HR Strategy Remuneration Strategy Agenda for Change [Relevant Activity] Developing Procedures [Relevant sub-activity / topic] Managing Risk Business Continuity Planning Managing Risk Identifying and Assessing Risk Administering Risk Register Managing Government / Parliamentary Relations Government Reporting Managing Government / Parliamentary Relations Managing Communications Managing Government / Parliamentary Relations Responding to Parliamentary Questions [Year / Type of question] Managing Government / Parliamentary Relations Participating in Formal Inquiries Managing Financial Provisions Financial Planning & Budgeting Managing Specialist Information Drug Tariff Records Managing Specialist Information MDR Drug & Appliance Database Managing Specialist Information Organisational Data Organisational Database Providing Specialist Information Prescription Services Reporting National Summary Reports Analysis and Research Collecting Management Information Analysis and Research Management Information Analysis & Reporting Managing Projects MITI Developing Organisation Managing Corporate Performance Operational Performance Managing Corporate Performance Strategic Performance Managing Corporate Planning Operational Planning Managing Corporate Planning Strategic Planning Restructuring Organisation Sub-Activities or Case Types 10
14 Sub-Activities or Case Types Managing Human resources Group Staff Management Developing Procedures Managing Human resources Line-Managing Staff Members Developing Procedures Managing Human resources Line-Managing Staff Members Bogart, H Managing Performance Managing Human resources Line-Managing Staff Members Bacall, L Managing Staff Record Managing Human resources Group Staff Management Workforce Administration Managing Human resources Group Staff Management Workforce Planning Managing Human resources Group Staff Management Managing Remuneration Managing Human resources Group Staff Management Complying with Equality Policy Managing Human resources Development of training content and programme HR Training Appraiser Training Managing Human resources Development of training content and programme Corporate Governance Training ICT Training ECDL Managing Human resources Development of training content and programme Security Management Training Local Security Officers Training Managing Human resources Provision of Training Programmes HR Training Appraiser Training Managing Human resources Provision of Training Programmes Corporate Governance Training ICT Training ECDL Managing Human resources Provision of Training Programmes Security Management Training Local Security Officers Training Managing Human resources Managing Recruitment process [Vacancy Name] Managing Human resources Managing Disciplinary Process [Name of Staff Member] Managing Human resources Managing Health & Safety Requirement Managing Incidents [Relevant Aspect, e.g. Hazardous Substances] Managing Human resources Managing Health & Safety Requirement Managing and Monitoring Hazards [Relevant Aspect, e.g. Hazardous Substances] Managing Corporate Finance [Relevant Activity] Developing Procedures Managing Corporate Finance Managing Financial Transactions: Payments Out Administering Payroll Managing Corporate Finance Managing Financial Transactions: Payments Out Administering Pension Contributions Managing Corporate Finance Managing Financial Transactions: Payments Out Administering Trade Union Subscriptions Managing Corporate Finance Managing Financial Transactions: Payments Out [Specific sub-function / activity] Managing Corporate Finance Managing Financial Reporting Managing Corporate Finance Managing Financial Transactions: Payments In [Specific sub-function / activity] Managing Corporate Finance Managing Accounting Financial Accounting Managing Corporate Finance Managing Accounting Internal Accounting Managing Corporate Finance Managing Accounting Management Accounting Managing Corporate Finance Managing Accounting Statutory Accounting Managing Corporate Finance Managing Financial Assets & Liabilities Managing Cash Managing Corporate Finance Managing Financial Assets & Liabilities Managing Funding Managing Corporate Finance Managing Financial Assets & Liabilities Managing Investments Managing Corporate Finance Managing Financial Assets & Liabilities Managing Tax Managing Corporate Finance Managing Insurance Administering Insurance Claims Managing Corporate Finance Managing Insurance Administering Insurance Policies 11
15 Sub-Activities or Case Types [Relevant Activity] Developing Procedures Responding to Internal or External Enquiries (other than FOI / DPA / EIR) [Case File] Managing Response to Complaints [Case File] Managing Quality Assurance Maintaining Compliance Managing Quality Assurance Managing Accreditation Managing Information Compliance Responding to requests for information: FOIA Schwarzenegger, A Managing Information Compliance Responding to requests for information: DPA [Year] [Case File] Managing Information Compliance Responding to requests for information: EIR [Year] [Case File] Managing Information Compliance Maintaining Registration as a Data Controller Facilitating Audit Auditing Records Management 2009 PwC Report Managing Audit [Year / Service or Service / Year] Managing Legal Support Managing Litigation Managing Legal Support Developing Legal Framework Managing Legal Support Managing Legal Claims [Case File] Managing Legal Support Providing Legal Advice Managing Records and Information Conducting Records Surveys Managing Records and Information Developing Recordkeeping Framework Managing Records and Information Managing Records Continuity Managing Records and Information Managing Records Disposal Managing Records and Information Managing Retention Maintaining Authority of BSA Managing ICT Developing ICT Systems Managing ICT Managing ICT System Operations Managing ICT Managing ICT Systems Security Administering Appointment of Senior Officers Administering Groups / Meetings (Non-corporate) [Committee / group name] Developing Governance Framework Investigating Public Interest Disclosure Allegations Managing Environmental Requirements Assessing Requirements Managing Environmental Requirements Maintaining Compliance Managing Environmental Requirements Managing Accreditation Managing Environmental Requirements Managing Energy Use Managing Environmental Requirements Managing Incidents Managing Environmental Requirements Managing Waste 12
16 Sub-Activities or Case Types Managing Corporate Buildings & Property [Relevant Activity] Developing Procedures Managing Corporate Buildings & Property Maintaining Building Maintaining Property [redundant] [Property Name] Managing Corporate Buildings & Property Maintaining Building Managing Equipment and Consumables Managing Corporate Buildings & Property Maintaining Building Managing Security Managing Corporate Buildings & Property Managing Property Acquiring Property [Property Name] Managing Corporate Buildings & Property Managing Property Disposing of Property [Property Name] Managing Corporate Buildings & Property Managing Property Leasing Property [Property Name] Managing Corporate Buildings & Property Managing Storage Managing Records Storage Managing Corporate Buildings & Property Managing Storage Managing Goods Storage Managing Corporate Buildings & Property Managing physical Assets Maintaining Asset Register Managing Corporate Buildings & Property Delivering Building Services Developing Facilities [Property Name] Managing Corporate Buildings & Property Delivering Building Services Managing and Administering Facilities [Property Name] Managing Corporate Buildings & Property Delivering Building Services Managing Access Managing Corporate Buildings & Property Delivering Building Services Managing Internal Supply Chain Requisitioning stationery Managing Corporate Buildings & Property Delivering Building Services Managing Internal Supply Chain Supplying stationery [Relevant Activity] Developing Procedures Managing Industrial Relations Negotiating with Union Managing Staff Representation Safety Responding to External Consultation Requesting External Consultation Producing Information for External Audiences Producing Information for Internal Audiences Giving Advice and Guidance [Function / Activity / Topic] [Topic] Managing Conferences / Events Managing Procurement [Relevant Activity] Developing Procedures Managing Procurement Managing Tenders and Contracts Approving Suppliers [Contract or Project Name] Managing Procurement Managing Tenders and Contracts Managing Contracts [Contract or Project Name] Managing Procurement Managing Tenders and Contracts Purchasing [Contract or Project Name] Managing Procurement Managing Tenders and Contracts Tendering Contracts [Contract or Project Name] Investigation of Fraud [Relevant Activity] Developing Procedures Investigation of Fraud Investigation / Prosecution of Case [Case File] Investigation of Fraud Patient Exemption Checks Security Management [Relevant Activity] Developing Procedures Supply Chain Management [Relevant Activity] Developing Procedures Managing Payments for Health Services [Relevant Activity] Developing Procedures Managing Payments for Health Services Paying Personal Dental Services [Contract Number] Managing Payments for Health Services Managing Payments for Health Services Managing Payments for Health Services Managing Payments for Health Services Managing Payments for Health Services Managing Payments for Health Services Paying General Dental Services Paying Pharmacies for prescriptions Authorising Payment to Dispensing Doctors Authorising Payment to Appliance Contractors Developing or Reviewing Payment Schedules Paying for Disposal of Clinical Waste 13
17 Sub-Activities or Case Types Managing Financial Support Applications [Relevant Activity] Developing Procedures Managing Financial Support Applications Managing student grants Student Bursaries [Applicant name] Administering Applications Managing Financial Support Applications Managing student grants Student Bursaries [Applicant name] Administering Payments Managing Financial Support Applications Managing student grants Social Work Bursaries [Applicant name] Administering Applications Managing Financial Support Applications Managing student grants Social Work Bursaries [Applicant name] Administering Payments Managing Financial Support Applications Managing EHIC [Applicant name] Administering Applications for EHIC Managing Financial Support Applications Managing EHIC [Applicant name] Distributing EHIC Managing Financial Support Applications Managing Help with Health Costs Eligible Age Groups [Applicant name] Managing Financial Support Applications Managing Help with Health Costs Benefit Recipients [Applicant name] Managing Financial Support Applications Managing Help with Health Costs Tax Credit Recipients [Applicant name] Managing Financial Support Applications Managing Help with Health Costs Medical Exemption Certificates (Medex) [Applicant name] Managing Financial Support Applications Managing Help with Health Costs Maternity Exemption Certificates (Matex) [Applicant name] Managing Financial Support Applications Managing Help with Health Costs NHS Low Income Scheme (LIS) [Applicant name] Managing Financial Support Applications Managing Help with Health Costs Prescription Prepayment Certificates (PPCs) [Applicant name] Managing Pensions [Relevant Activity] Developing Procedures Managing Pensions Managing members' pensions Claimed benefits [Case File] Managing Pensions Managing members' pensions Unclaimed benefits [Case File] Managing Pensions Paying Injury benefits [Case File] Managing Pensions Managing pension scheme Managing Dental Reference Service [Relevant Activity] Developing Procedures Managing Dental Reference Service DRS Clinic checks Managing Dental Reference Service DRS surgery visits Managing Business Unit [Business Unit] Managing Meetings Managing Business Unit [Business Unit] Planning Work Managing Business Unit [Business Unit] Monitoring Work 14
18 Business Classification Scheme Sample model file-plans Suggested ways in which the BCS could be extended to derive a file-plan for specific sub-functions Administering Corporate Groups / Meetings 15
19 Developing Policy 16
20 Human Resources Line-managing Staff Members Managing Performance [selection] 17
21 Human Resources Line-managing Staff Members Managing Staff Record [selection] 18
22 References: Related documents and sources NHSBSA Documents and Publications These documents are available on the Corporate Policies and Procedures page of the NHSBSA website at NHSBSARM012 NHSBSA Corporate Records Retention Schedule NHSBSARM018 NHSBSA Corporate Business Classification Scheme and Records Retention Schedule: Scope Notes Other Documents and Publications Department of Health Records Management: NHS Code of Practice _ JISC InfoNet [Joint Information Systems Committee] HE Business Classification Scheme and Records Retention Schedule The National Archives (TNA) Business classification Scheme Design (Version 1.0), Oct The National Archives (TNA) guidance on records retention 19
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