Functional Schedule Search Guide

A set of 4 tutorials is available on the State Archives YouTube page. The first module provides an overview of the functional analysis initiative. The second module provides an overview of the 16 functions of state government along with listing sub-functions and examples of record types. The third module reviews the anatomy of a functional schedule. The fourth module provides guidance on how to transition to these new schedules and explains available crosswalking tools.

Each of the 16 functions on the Functional Schedule are organized into several sub-functions, which group similar record types together. Browsing the sub-functions in a function’s table of contents can be a useful way to find the record type that is appropriate for your records.

• Function – one of the broad functions of government
  • Sub-function – more specific functions that comprise the primary function
    • Record type – grouping of similar records within a sub-function
      • RC No. – sub-record types with specific disposition instructions

For instance, if you were trying to locate the disposition for public records requests, you would first determine which function of government led to their creation. Since such requests are part of the outward-facing function of agencies, you would start with the Public Relations function. Next, you would consider which Public Relations sub-function is applicable, and then which of the listed record types best describes your records. This navigation would ultimately look like:

• Function: Public Relations
  • Sub-function: Community Relations
    • Record type: 1527 Public Records Requests
      • RC No.: 1527.2 Public Records Requests

An alternative to locating record types by utilizing the organization of the Functional Schedule is to do a keyword search. To perform a keyword search, open an electronic copy of the schedule, hold down the ctrl key followed by the f key, then type in your search terms in the search box that appears. It is important that you consider the general purpose of the record in question and try out various keywords; the language used in the schedules may not necessarily match how you identify the records in-office.

For example, say you are looking for records of an employee’s performance plan. You do a keyword search using ctrl + f and type in “performance plan.” There are 9 results for “performance plan” found in the Functional Schedule.

You are taken to the first result automatically, and you can see that all 9 results are in the appendix of Function 6 and are records from the Office of the Governor. 

None of these records related to employee performance plans. There are other terms that may be useful. You could search just “performance.” Another option is “evaluation.” Performance has 32 results, which may be time consuming to review. Evaluation has a similar problem at 37 results. 

Another option would be to search “performance evaluation.”

This option has 2 results, and they bring you to RC No. 845.3 Performance Management Records, which is the item you are looking for. 

You could also search for “Performance Management” because that describes the function of the performance plan. Another synonym could be “work plans.” These would bring you to this record series as well. 

These interactive record type guides provide state employees with a tool to identify similar record types that appear in various parts of the Functional Schedule, depending on why they are created or received.

• Functional Complaints
• Functional Training
• Functional Administrative Assistant
• Functional Contracts
• Functional Communication Records