I help organizations design and implement practical, IM-approved file plans that staff can follow and leadership can trust.
This is not theory.
This is not a binder that sits on a shelf.
It is a working structure, built into how people actually work.
I do not design file plans in isolation.
I work directly with your Records and Information Management team to ensure:
Alignment with approved retention schedules
Consistency with your corporate file plan
Compliance with records, privacy, and disposition policies
Clear definitions of what is a record and what is not
The result is a file plan that supports daily work and stands up to audits, ATIA (Access to Information - AB), and POPA (Protection of Privacy Act - AB) requirements.
Imagine you have a big box of Legos, and each Lego piece is a different document. If you toss them all in without any order, it'd be really hard to find a specific piece when you need it. A file plan is like a guide that tells you where to put each Lego piece in the box so you can find it quickly later. It organizes and categorizes your documents in a structured way.
1. Easy Access: Just like knowing where your favorite Lego piece is, a file plan lets you quickly locate and access the documents you need.
2. Consistency: Everyone puts their Lego pieces (documents) in the same place, so there's no confusion.
3. Safety: It ensures that important documents are stored securely and are less likely to get lost.
4. Save Time: No need to dig around for hours; you know where everything is.
5. Meet Rules & Regulations: Sometimes, there are rules about how long you need to keep certain documents. A file plan can help you follow those rules.
6. Clutter Reduction: Instead of having a mess of documents everywhere, you have an organized system that's neat and tidy.
In simple terms, a file plan is a roadmap for where your documents go, making life easier and more efficient for everyone involved!
Invite your team.
Have 5-10 categories examples with brief description ready printed (one page per category) and hang them around the room.
Have sticky notes and markers on table
Ask staff to write the type of content they produce - one per sticky - give them a couple of minutes
Once they are done - point at a category (explain the description) and ask staff to place whatever title they have on their sticky notes under such category
Go to the next category - do the same
At the end of the exercise your staff and you will learn where to place documents and together can create new categories if necessary.
1. Administration and Management: This can include topics such as strategic planning, organizational charters, annual reports, and meeting minutes.
2. Human Resources: Records related to recruitment, training, employee benefits, performance evaluations, and disciplinary actions.
3. Finance: Files concerning budgets, accounting, financial statements, payroll, and audits.
4. Operations: Depending on the organization, this could cover production schedules, maintenance logs, equipment manuals, or inventory records.
5. Marketing and Public Relations: Materials related to advertising campaigns, media releases, market research, and event planning.
6. Sales and Client Relations: Sales reports, customer correspondence, contracts, and proposals.
7. Research and Development: Documentation of research projects, findings, patents, and product development.
8. Legal and Compliance: Contracts, litigation files, regulatory compliance documentation, and legal advisories.
9. Information Technology: Records related to software licenses, network configurations, system backups, and IT incident reports.
10. Facilities and Property Management: Real estate leases, building maintenance logs, safety inspections, and property insurance.
It's important to note that the specific categories used in a file plan will depend on the nature of the organization and its primary activities. The categories should reflect the way the organization thinks about its records and how it uses them in its daily operations.
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