How to write your own Records Management File Plan Template

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Use the Records Management 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. See the expanded version of the File Plan template for a more comprehensive outline. This version is typically used for smaller project or as an outline in a larger proposal document.
Document Length: 2 Pages
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1. Get Proposal Kit Professional that includes this business document.

This Records Management File Plan Template is included in an editable format that can be customized for your own needs.

2. Download and install after ordering.

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3. Customize the project template with your own information.

You can customize the project document as much as you need. You can also use the included Wizard software to automate merging in name/address data.

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How to write my Records Management File Plan Template document

File Plan

As part of Company Name's Records Management Program, all documents created from business activities and transactions will be managed and disposed of according to a File Plan. The File Plan will ensure Company Name's 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 a foundation for organizing the company's documents and records using a controlled vocabulary or taxonomy for the management of content throughout the document's life cycle. Refer to the Taxonomy template to outline your Records Management Taxonomy.

A File Plan can be just a few pages listing the recordkeeping requirements of core business records or a detailed map of the organization's classification scheme for the management of all content. Use it to create a basic or expanded records retention schedule which can be customized to meet specific regulatory, jurisdictional, and organizational needs and to describe your organization's outline for managing the life cycle of business content and records.

File Plan:

Basic File Plan

Document Set: Insert type of documents (Administration, Legal, Financial, etc). Description: Description of document set. Medium: Storage medium used, such as electronic, paper, etc.

Retention Period: How long must this document set be stored. Document Set: Insert type of documents (Administration, Legal, Financial, etc). Description: Description of document set. Medium: Storage medium used, such as electronic, paper, etc.

Retention Period: How long must this document set be stored. 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 before disposal.

Expanded File Plan

Record Title: Title of the document or document set. Description: Description of document set. Department: The department the document is for (admin, HR, accounting, etc).

Vital Record: Y/N

Historic Record: Y/N

Cut-Off: Cut-off date that counts down to disposal. Retention Period : How long must this document set be stored. Regulatory Reference: Who sets the regulations for this particular document. Storage Medium: Storage medium used, such as electronic, paper, etc.

Contact: Who to contact regarding this record. Record Title: Title of the document or document set. Description: Description of document set. Department: The department the document is for (admin, HR, accounting, etc).

Vital Record: Y/N

Historic Record: Y/N

Cut-Off: Cut-off date that counts down to disposal. Retention Period : How long must this document set be stored. Regulatory Reference: Who sets the regulations for this particular document.

Storage Medium: Storage medium used, such as electronic, paper, etc. Contact: Who to contact regarding this record. The Expanded File Plan categorizes the record's metadata in a scheme for increased accuracy and control. The metadata fields for vital or historical records, location of content, and identifying the owner of records improves governance and demonstrates compliance with regulatory audits and controls.

Organizations with high risk of litigation and large volumes of content should use the Expanded File Plan. Vital records require special protection, such as redundant backups, and refer to the set of records that are critical to the organization's existence. Historical records may have great importance in the future and may need to be retained indefinitely.

The Cut-Off field is the condition that triggers the countdown for Disposal. Defining the location of stored content across the enterprise will direct the disposal authority or researcher to the location of the object for disposal or discovery. Cataloging the personnel responsible for the authorization of the disposal of the content demonstrates that the organization's Records Management Program is managing the complete lifecycle from creation to destruction.

A Document from Proposal Kit Professional

The editable Records Management File Plan Template document - complete with the actual formatting and layout is available in the retail Proposal Kit Professional.
Produced by:
Proposal Kit
Category:
Software › Computer Software › Business & Productivity Software
Price:
$199 USD
Code:
A102
 
 
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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.
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Proposal Kit

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