Document classification register

Purpose

Turn a document corpus into a consistent classification register that explains what each file is, why it matters, how sensitive it is, and which retention cue applies.

Scope

Classify filename, MIME type, title, author, dates, owner, business process, document type, confidentiality, personal-data indicator, retention category, version, and duplicate relationship. Use the supplied taxonomy and records policy.

Excluded: deleting or renaming files, changing permissions, legal retention advice, and inventing an owner or retention period.

Data basis

• Document corpus with file ID, path, filename, MIME type, title, created and modified dates, and readable text.
• Classification taxonomy, sensitivity labels, records schedule, retention policy, and owner directory.
• Optional existing inventory and duplicate hashes.

Result

A persistent register with one row per document, assigned taxonomy path, purpose, sensitivity, personal-data flag, retention cue, owner, confidence, rationale, and source citation.

Quality criteria

• Every source file has exactly one register row or an explicit unreadable/excluded status.
• Assigned labels are valid taxonomy values and rationale cites filename, metadata, or text evidence.
• Similar files are linked without collapsing distinct versions.
• Low-confidence and policy gaps are visible.

Instructions

Use metadata as evidence only for metadata fields; use document text for purpose and sensitivity cues. Prefer the most specific taxonomy node supported by evidence. Do not treat a filename keyword as proof of personal data. Keep duplicates as separate rows and link their IDs. Apply retention cues, not invented retention durations, when the policy lacks a matching category.

Record the document language and version marker when present because both can affect classification confidence. A policy match should identify the schedule category, not merely repeat the file’s title. Keep classification rationale short enough to audit row by row.

Adapt before use

• Add the document taxonomy, sensitivity labels, records schedule, and owner directory.
• Define duplicate handling, unreadable-file status, and the confidence vocabulary.
• Map file metadata fields and approved business-process names.