What Is The Purpose Of A Record Management File Plan?

A Record Management File Plan provides a structured list of the records management framework, including retention schedules and rules that govern your records. This overview helps ensure that all stakeholders understand the organization and management of records within the repository.

Advantages of a File Plan

• Exporting Flexibility: Users can download the file plan at various levels of the records management structure. For instance, downloading from the root folder gives a complete view of the entire repository, while selecting a specific record series or folder provides detailed information relevant to that particular section. This flexibility allows for tailored reports based on specific needs.

• Documentation and Compliance: Having a downloadable file plan serves as documentation that can be used for compliance purposes. It helps organizations maintain records of their retention policies and procedures, which is crucial for audits and regulatory requirements.

• Ease of Sharing: The downloaded file plan can be easily shared with team members or external auditors, facilitating collaboration and ensuring everyone involved in records management is on the same page regarding policies and procedures.

• Formats Available: Users can choose to export the file plan in various formats, such as Excel, CSV, or HTML. This versatility allows for easy integration with other tools or systems that may require this information.

How to Download a File Plan

This process allows you to generate a list of the structure and rules that govern your records, which can be useful for documentation and compliance purposes. You can download a file plan in Laserfiche by following these steps:

1. Select the Record Series or Record Folder: Navigate to the record series or record folder whose file plan you want to download.

2. Access Record Actions: Click the More button (represented by three dots) and then Record Actions.

3. Download File Plan: From the dropdown menu, select Download File Plan.

   

4. Choose Export Format: You will then be prompted to select the format for the file plan. You can choose to export it as an Excel spreadsheet, CSV text, or an HTML list.

5. Save the File: After selecting the format, click OK, then specify where you want to save the file and provide a filename.

   

As an example, below is file plan for the Human Resources record folder, printed as an HTML list:

In summary, a File Plan is an easy to understand, logical breakdown of your record management structure, which allows provides clarity, compliance documentation, and ease of sharing within an organization.

This article was written by Matthew Clooney.
Click here to learn more about our authors.