STAR 6.0: Standard for Administrative Records

Government of Nova Scotia
STAR: Standard for Administrative Records
Version 6.0

1.0 Structure and Content of STAR 6.0

2.0 Classification by Hierarchy

3.0 How to Use STAR Records Retention Schedules

4.0 How to Use STAR Online

2.0 Classification by Hierarchy

STAR and STOR manuals have the same hierarchical structure. Main groups and most primaries are arranged in alphabetical order to make it easy for you to find the specific secondary related to your records. Manuals usually contain indexes and tables of concordance to assist in converting between versions of STAR and STOR.

The following instructions help you navigate the STAR hierarchy.

Identify Function
First, identify the function of the record or file. For instance, the purpose of a file full of invoices is to show in the accounts that the office paid for a good or a service.

Then, determine which main group describes the function of the record. Paying bills is a financial matter, so the invoice file belongs in the Financial Management main group.

Determine Primary
Next, determine which primary to use by reading the primary titles and scope notes. In STAR/STOR the Main group usually contains a list of primaries. In the case of the invoice file, the primary is 3100, Accounts Payable.

Determine Secondary
Finally, determine which secondary to use by reading the secondary titles and scope notes. For an invoice file in a department the correct secondary is 3100-33, Accounts Payable Case Files. Sometimes when determining the correct secondary, the retention schedule is taken into consideration.

Assign Classification Number
This classification number, 3100-33, is assigned to the file.

Using the Index
To facilitate classification, the STAR index is useful in pointing the way. First identify the function of the record. Then, look up that function in the index. The index will point to a primary. Read the primary scope note to determine if it is the correct primary. Then, examine the secondary titles and scope notes to determine which secondary to use. The record is assigned both the primary and the secondary number.

Classification Numbers

STAR and STOR classification numbers follow a block numeric system that ties in the levels of the hierarchy in STAR and STOR. The full classification number includes the primary number attached to the secondary number. The first number of the primary begins with the Main Group that it is related to. This numbering system brings together all of the records related to a specific activity or function. The classification number is used as an identifier for classes of records that follow the retention schedule assigned to that number. Comparing the Block Numeric numbers assigned to STAR and (STOR)

At the file management level, under the records classification, individual files also have identifiers used to distinguish file from all of the files in a particular physical location. The code may be a word, a phrase, a number, or other identifier.

For instance, department employee personnel files are classified under:

Each individual employee file may be coded with the employee's name, with the employee's personnel number, or with some other code, whichever makes more sense to the department for use and business process.

Together the classification and file code for a personnel file may appear as follows:

The numbers preceding the slash are the primary and secondary number or classification code, while the numbers following the slash are the file name or code.

Another example, minutes to the implementation of an ERMS in your section would be classified under:

The individual file might appear as follows:

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