File Plan

To View / Add / Edit Record Categories or Retention Schedules you need to be assigned to either the Application Administrator or Records Manager role.

Introduction

The File Plan is a key component of Records365, and drives your organization’s Records Management outcomes. Each organization typically has its own File Plan and it can change over time, so it’s important to keep it up to date with your organization’s needs. The File Plan in Records365 is made up of Record Categories.

Each Record Category has a Retention Schedule associated with it. The Retention Schedule is used to assign a disposition action to the selected record category and all the records categorized under the Record Category will inherit this disposition action.

Add a Record Category

  1. In the left-hand navigation menu, click on the Manage section and select File Plan. Click on Add Record Category.
  1. Under Details enter:
    1. Title - The Name of the Record Category.
    2. Record Category Identifier - Alphanumeric or numeric identifier indicating a unique Record Category.
    3. Disposition Authority - Generally, the legal authority that empowers an organization to undertake the disposition of its records.
    4. Parent Category - Parent Category in the File Plan Hierarchy.
  1. Select Show Additional Fields:
    1. Description - A brief description of the Record Category.
    2. Vital Record - Deeming a record as important. This may cover records such as those to meet operational responsibilities under national security emergencies, other emergency, disaster conditions or to protect the legal and financial rights of the Government and those affected by Government activities.

Define the Retention Schedule

  1. To create a Retention Schedule for a record category, navigate to the Retention Schedule tab of the Record Category and click on Add Disposition Phase. Click on Select Disposition Action.
  1. The disposition actions available are:
    1. Destroy - Records authorized for destruction are permanently destroyed once they are no longer required.
      1. Select Period - The length of time that a record must be kept before it can be destroyed.
      2. Select Event - The trigger that will be used to evaluate when a record is ready for disposal.
    2. Keep Permanently - Records not authorized for destruction are designated for permanent retention.
  2. Select the disposition action that you would like to add for the record category and click Save.

Edit a Record Category

  1. From the File Plan, select a Record Category to be edited. A quick summary panel for the record category is shown. Select more…
  1. Modify required fields and click Save:

Edit Retention Schedule

  1. From the File Plan, select a Record Category to be edited. A quick summary panel for the record category is shown. Select more…
  1. Click on the Retention Schedule tab. Click on the retention schedule if one already exists and modify the required fields, then click Save.

Filter the File Plan

When your organization has a large File Plan, being able to filter to a specific Record Category comes in handy.

  1. On the right-hand side of the File Plan, locate the Filter box.
  2. Enter part or the full Title of a Record Category
  3. Click Enter or on the Lookup icon. You will see all the Record Categories that match the query being shown in the results view.

You will notice that in the filtered view some Record Categories are shown with chevrons e.g. >…> HR, that means that HR is under a parent record category. You can hover over those Record Categories to see the full path.
The ‘Sort by’ button can sort based on the title and identifier of the Record Category.