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Sample Project Management Worksheet Records Management Expanded File Plan TemplateView Document Sample
Use the Records Management Expanded File Plan Template to provide the basis for organizing the company's documents and records using a controlled vocabulary or taxonomy to manage the document's lifecycle from creation to disposition. Typically the File Plan is created as part of the collection of documents for the entire Records Management Program.
Document Length: 10 Pages
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Category: Records Management Toolkit
Use the Records Management Expanded File Plan Template to provide the basis for organizing the company's documents and records using a controlled vocabulary or taxonomy to manage the document's lifecycle from creation to disposition. Typically the File Plan is created as part of the collection of documents for the entire Records Management Program.
Alternate documents are those which may be used instead of this document depending on your situation. Alternate documents may be better suited for different size projects, more specialized projects, etc.

Alternate Documents:
Related documents may be used in conjunction with this document depending on your situation. Many related documents are intended for use as part of a project management system.

Related Documents:
Records Management Expanded File Plan Template
The Project Management Pack suite of templates compliments the proposal and contract documents by giving you a collection of business documents to be used once you have a project to work on.

A wide variety of documents are included and are intended to be picked based on your needs. All projects are different and have different needs and goals. Pick the collection of documents from our collection and use them as needed for your project. Recommendations and samples provided are only intended as general guidelines.

How to write my Records Management Expanded File Plan Template document

File Plan As part of Company Records Management Program all documents created from business activities and transactions will be managed and disposed of according to File Plan. The File Plan will ensure Company records are effectively maintained and compliant with regulatory audits and will also increase business efficiency and retain the continuity of corporate knowledge. The File Plan is used to provide foundation for organizing the companys documents and records using controlled vocabulary or taxonomy for the management of content throughout the documents lifecycle. Refer to the Taxonomy template to outline your Records Management Taxonomy. A File Plan can be just few pages listing the recordkeeping requirements of core business records or detailed map of the organizations classification scheme for the management of all content. Use it to create basic or expanded records retention schedule that can be customized to meet specific regulatory jurisdictional and organizational needs and to describe your organizations outline for managing the life cycle of business content and records. To fill in element fields below start with either the Basic File Plan or Expanded File Plan and edit the Base Records Series to fit your organizations needs. The Base Records Series are set of common business records which are the basic functions and activities that make up the core business records of the File Plan. Adding elements specific to the organizations industry to customize the File Plan should be addressed if there are any specific legislative requirements for creating or maintaining records. Basic File Plan Element #1 The Basic File Plan retention schedule categorizes documents and records into Record Series that group together documents by common functions and activities. The Description is the activity or transaction source of the document. The Medium is the physical attribute of the document and Retention Period is the suggested time to keep the record to disposition. RECORDS SERIES ADMINISTRATION DESCRIPTION MEDIUM RETENTION PERIOD The Administration records series relates to the performance or management of business operations and the making or implementing of decisions and includes wide variety of general administrative matters. Companys minute book Electronic years Board and Board Committee materials Electronic Indefinitely Corporate policies Electronic Indefinitely add record category descriptions add medium add retention add record category descriptions add medium add retention ASSET AND FACILITY MANAGEMENT Asset and Facility Management relate to the management and maintenance of equipment vehicles facilities and buildings. DESCRIPTION MEDIUM RETENTION PERIOD Equipment and vehicle management i. e. equipment and system documentation leasing usage salvage disposition Paper electronic years after the equipment or system is disposed of or replaced

add record category descriptions add medium add retention add record category descriptions add medium add retention LEGAL RECORDS Records related to litigation and legal issues. DESCRIPTION MEDIUM RETENTION PERIOD Accident reports and claims Paper electronic Expiration years Contracts Paper electronic Expiration years Legal actions and issues Paper electronic Expiration years add record category descriptions add medium add retention add record category descriptions add medium add retention FINANCIAL MANAGEMENT Records related to financial resources obligations and monetary infrastructure such as accounting auditing authorizations banking budget grants taxes and payroll. DESCRIPTION MEDIUM RETENTION PERIOD Accounts payable ledgers and schedules Paper electronic years Accounts receivable ledgers and schedules Paper electronic years Invoices Paper years Payroll Electronic years add record category descriptions add medium add retention add record category descriptions add medium add retention add record category descriptions add medium add retention HUMAN RESOURCES MANAGEMENT Records relating to managing the companys workforce including but not limited to benefits labor relations misconduct discipline grievances occupational health and safety performance management personnel position development staff structure recruitment hiring staff development and training. DESCRIPTION MEDIUM RETENTION PERIOD 9 forms Image electronic year after termination Employee personnel records Paper and electronic years after termination Resumes Paper and electronic years W 4 forms Image electronic years add record category descriptions add medium add retention add record category descriptions add medium add retention INFORMATION MANAGEMENT Records related to the management of automated information systems and the administration of computer applications and electronic data. DESCRIPTION MEDIUM RETENTION PERIOD Manuals warranties maintenance logs and any other records documenting the operation and use of IT hardware and software Paper and electronic After the equipment or system is disposed of or replaced add record category descriptions add medium add retention add record category descriptions add medium add retention SALES AND MARKETING MANAGEMENT Records and reference material about the company and their products and or services. DESCRIPTION MEDIUM RETENTION PERIOD Sales reports Electronic Create date plus years Case studies brochures advertisements flyers catalogs pre sales literature Electronic Create date plus years add record category descriptions add medium add retention add record category descriptions add medium add retention Expanded File Plan Element #2 The Expanded File Plan categorizes the records metadata in scheme for increased accuracy and control. The metadata fields for vital or historical records location of content and identifying the owner of records improve governance and demonstrate compliance to regulatory audits and controls. Organizations with high risk of litigation and large volumes of content should use the Expanded File Plan Template.

* Vital records require special protection such as redundant backups and refer to the set of records that are critical to the organizations existence. Historical records may have great importance in the future and need to be retained most often indefinitely. * The Cut Off field is the condition that triggers the countdown for Disposition. * Defining the location of stored content across the enterprise will direct the disposition authority or researcher to the location of the object for disposition or discovery. * Cataloging the personnel responsible for the authorization of the disposition of the content demonstrates that the organizations Records Management Program is managing the complete lifecycle from creation to destruction. ADMINISTRATION The Administration records series relates to the performance or management of business operations and the making or implementing of decisions and includes wide variety of general administrative matters. RECORD TITLE AND DESCRIPTION MEDIA TYPE DEPT VITAL RECORD N HISTORIC RECORD

N CUT OFF DISPOSITION REGULATORY REFERENCE STORAGE CONTACT Companys minute book Electronic Admin N Date created years Department policy Network file share server name CEO Board and Board Committee materials Electronic Admin Y Date created Indefinitely Department policy Network file share CEO Corporate policies Electronic Admin Y Date created Indefinitely Department policy Network file share CEO add record category descriptions add record category descriptions ASSET AND FACILITY MANAGEMENT Asset and Facility Management relates to the management and maintenance of equipment vehicles facilities and buildings. RECORD TITLE AND DESCRIPTION MEDIA TYPE DEPT VITAL RECORD N HISTORIC RECORD N CUT OFF DISPOSITION REGULATORY REFERENCE STORAGE CONTACT Equipment and Vehicle Management i. e. equipment and system documentation leasing usage salvage disposition Paper and electronic Audit N Expire or superseded years after the equipment or system is disposed of or replaced Department policy File cabinet and network file share CFO add record category descriptions add record category descriptions

LEGAL RECORDS Records related to litigation and legal issues. RECORD TITLE AND DESCRIPTION MEDIA TYPE DEPT VITAL RECORD N HISTORIC RECORD N CUT OFF DISPOSITION REGULATORY REFERENCE STORAGE CONTACT Accounts payable ledgers and schedules Paper electronic Acct. N Date created years Department policy Electronic Content Management System CFO Accounts receivable ledgers and schedules Paper electronic Acct. N Date created years Department policy Electronic Content Management System CFO Invoices Paper Acct. Y Date created years Department policy Content Management System CFO Payroll Electronic Acct. Y Date created years Department policy Electronic Content Management System CFO add record category descriptions add record category descriptions HUMAN RESOURCES MANAGEMENT Records relating to managing the companys workforce including but not limited to benefits labor relations misconduct discipline grievances occupational health and safety performance management personnel position development staff structure recruitment hiring staff development and training. RECORD TITLE AND DESCRIPTION MEDIA TYPE DEPT VITAL RECORD N HISTORIC RECORD N CUT OFF DISPOSITION REGULATORY REFERENCE STORAGE CONTACT 9 forms Image electronic HR N Employee termination year Dept. policy File cabinet and network file share Director HR Employee personnel records Paper and electronic HR N Employee termination years Dept. policy File cabinet and network file share Director HR Resumes Paper and electronic HR N Date created years Dept. policy File cabinet and network file share Director HR 2 4 forms Image electronic HR N Date created years Dept. policy File cabinet and network file share Director HR add record category descriptions

INFORMATION MANAGEMENT Records related to the management of automated information systems and the administration of computer applications and electronic data. RECORD TITLE AND DESCRIPTION MEDIA TYPE DEPT VITAL RECORD N HISTORIC RECORD N CUT OFF DISPOSITION REGULATORY REFERENCE STORAGE CONTACT Manuals warranties maintenance logs and any other records documenting the operation and use of IT hardware and software Paper and electronic IS N After the equipment or system is disposed of or replaced year Dept. policy Network file share CTO add record category descriptions add record category descriptions

SALES AND MARKETING MANAGEMENT Records and reference material about the company and its products and or services. RECORD TITLE AND DESCRITPION MEDIA TYPE DEPT VITAL RECORD N HISTORIC RECORD N CUT OFF DISPOSITION REGULATORY REFERENCE STORAGE CONTACT Sales reports Electronic Sales N Date created years Dept. Policy Network file share Director of Sales and Marketing Case studies brochures advertisements flyers catalogs pre sales literature Electronic Marketing Y Date created years Dept. Policy Network file share Director of Sales and Marketing add record category descriptions add record category descriptions

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Create winning business proposals & contracts with minimal effort and cost. Proposal software, proposal templates, legal contracts and sample proposals.