Best practice for creating the File Plan

File Plan designs are usually created using one of two types of approaches, namely, either the plan is architected to parallel the company's organizational chart or else the structure calls out the functions and activities of the organization.

Note

Organizations may already have File Plans being used for managing non-electronic records. If so, that's good, but before deciding to adopt the same plan, it should be reviewed to see if it adequately represents all the record types that we plan to organize electronically.

File Plans based on organizational hierarchy

Designing the File Plan to parallel your company's organizational hierarchy has the advantage of clearly identifying records with a business unit. This approach makes it easy for individuals within the organization to know where to go within the File Plan to file their records. While making the filing process easy is especially important in organizations where record filing is decentralized, modeling...