How are the categories of records usually determined?

The categories of records are typically determined by the frequency of use because this approach helps organizations prioritize the management and accessibility of their records. Frequently used records may require different handling, storage solutions, and accessibility protocols compared to those that are rarely referenced. By grouping records based on how often they are accessed, organizations can enhance efficiency and ensure that vital information is readily available when needed.

This method allows for effective resource allocation, ensuring that records that require immediate access are organized and maintained in a way that supports operational needs. It often leads to improved workflow and better service delivery to the public or constituents served by the municipality, as staff can quickly find and utilize the information they need.

Other factors, such as the type of documents or their physical condition, can also influence record management, but the frequency of use stands out as a core principle in organizing records, promoting both efficiency and effectiveness in operations.