Records classification

A thesaurus is a tool which incorporates the records classification scheme into an alphabetical listing of terms. It establishes the controlled language for titling and indexing records. The thesaurus documents the relationships between terms and refers users to the correct term to use.

In a thesaurus:

• keywords or first level terms describe broad business functions
• activity descriptors or second level terms describe business activities
• subject descriptors or third level terms describe subjects or topics that connect related business transactions.

The terms used in a thesaurus are “authorised terms”, i.e. those terms which the organisation has agreed best describe the business functions and activities of the organisation. These authorised terms can be supplemented by free text, such as the name of an organisation, an individual or a project. The terms are arranged hierarchically from the broadest to the most specific concept: keyword – activity descriptor – subject descriptors or free text.

While commonly associated with registry or hard-copy file systems, thesauri can be used for records in any format and in any technological environment.

Keyword AAA (developed 1995) and Keyword for Councils (developed 2000-2001) are two records management thesauri developed by State Records NSW. These products are widely used within NSW Government and other government jurisdictions. Both products were sold on a commercial basis.

In 2021 State Records NSW discontinued the sale of Keyword AAA and Keyword for Councils and both products are freely available for download and use under a creative commons licence. Copies of the products are available below.

This change does not affect the status of licence agreements for Keyword AAA and Keyword for Councils. However, if your organisation wishes to terminate the licence agreement for Keyword AAA or Keyword for Councils, you may terminate your agreement with State Records NSW. You can do this by downloading the deed of termination below, and forwarding the completed deed to govrec@staterecords.nsw.gov.au for it to be counter-signed.