The purpose of the BCS is to provide a common approach to the documentation of the structure of a records management system, and to the relationships between records and the activities that generate them. It provides a basis for the intellectual control of records and facilitates their management and use over time. The BCS identifies business activities and/or records that are of the same category and then groups them together so the records can be managed together at a higher level rather than at individual folder level.
Essentially, NHSGGC records should support the organisation’s business needs so that staff can work consistently in full knowledge of the processes, decisions and actions that inform, lead to and initiate the business. The body of records should also provide credible and authoritative evidence to protect the rights of the organisation, staff, patients and anyone else affected by its activity. The records should also provide a corporate memory so that time and distance does not affect access to availability of the organisation’s knowledge resource. Finally, the records should provide evidence and information required for any possible internal or external audit.
The BCS will be used as the basis for the development of divisional fileplans to ensure that all records are consistently captured and managed, regardless of medium or format. This may in many cases involve reference to specific local record management systems holding patient-identifiable records, financial data etc – the aim is not to replace such systems but to ensure that it is clear where all records can be found.
The BCS identifies the functions that NHSGGC undertakes to achieve its organisational goals and strategies. This includes its governance, administration and support functions, and its delivery of health services.
The BCS is arranged hierarchically – Functions at the highest levels – below this are the Activities – things we do to achieve and carry out the organisation’s functions – below this sub-activities, processes and Transactions.
Functions – the largest unit(s) of business process/procedure within NHSGGC; major responsibilities, managed by the organisation to fulfil its strategic goals.
NHSGGC functions identified are:
- Communication & Engagement
- Estates, Facilities and Capital Services
- Clinical Support Services
- Human Resources
- Financial Management
View them here:
Activity – the major pieces of work performed by the organisation to accomplish each of its functions; several activities are often associated with each function.
Transaction – the smallest unit of business activity; tasks, not subject or record types.
It is important to note that many functions, activities and transactions will be common to multiple departments, teams etc; e.g. records relating to staff line management will be held by almost all work areas, not only by Human Resources.