A filing plan is a document that lists all types of records created or received by an organisation, together with their retention period and value.
Documents are classified in the filing plan into different categories based on their content and purpose. The plan also lays down rules for shredding documents after their expiry date or for archiving them if they have permanent documentary value.
The registry plan must be drawn up in accordance with the legislation in force and the standards for registry management. In Slovakia, the registry plan is governed by the regulations governing archiving and document management in both the public and private sectors.
You might be interested in: Registry regulations – the basis for effective document management.
Main components of the registry plan
The filing plan contains several important pieces of information that are essential for effective document management:
- Document Types – Each document is placed in a specific category based on its purpose and content, which assists in making decisions about preservation, archiving or shredding.
- Retention period – The retention schedule determines how long each type of document must be retained, which varies according to the type of document and its value.
- Mark of Value – An indication of whether a document has administrative, legal, or historical value, which determines whether it should be archived or shredded.
- Method of storage and protection of documents – The filing plan specifies where and how individual documents are stored, whether electronically or in paper form. Documents must be stored in secure conditions to minimise the risk of damage or loss.
- Filing and shredding – The filing plan sets out the procedures for filing and managing documents and shredding (discarding) filing records. Documents of permanent value are archived and transferred to the State or specialised archives. Other documents which are no longer needed are shredded after their storage period has expired.
- Continuity and updating – The filing plan should ensure the continuous care of documents throughout their life cycle, from creation to disposal. It is important to update it regularly to reflect the current needs of the organisation and legislative changes.
Who must have a filing plan?
The obligation to draw up a registry plan applies to organisations classified as category 1 and category 2 registry originators.
Although some smaller companies are not required to have a filing plan, it is recommended that one is put in place to ensure order and clarity in document management.
How to create a filing plan?
The filing plan should be both practical and compliant with legislation to ensure effective management of documents throughout their life cycle. The development of a filing plan requires a detailed understanding of the legislative requirements and the needs of the organisation.
At F.M. Servis, we specialize in creating and implementing filing plans that are customized to your organization’s needs. Rely on us to make managing your registry easier.
