The essence of a digital archive lies in storing information in a structured, well-organised manner that complies with laws and regulations. Documents must be easy to locate, and retention periods should be automatically enforced. A digital archive should no longer rely on individual decisions, but instead be governed by clear, overarching rules. A well-designed file plan is the key to achieving this. But how does it work? Let us explain.
Preparation
It all starts with the basics. Before setting up the digital archive, it’s essential to have a clear overview of the types of documents present within the organisation. For many, this first step—identifying all document types—can already be quite challenging. Archive-IT supports clients in this process and advises on the best way to build this overview. Common examples include:
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Quotations
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Invoices
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Customer files
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Technical drawings
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Employee background checks
This list can be endless and will vary depending on your organisation's structure, industry, and departmental needs
What Is a File Plan?
Once the document types have been identified, the next step is to define the rules surrounding them. This becomes the file plan. Put simply, this means specifying which legal or policy-based rules apply to each document type.
Example: a quotation may need to be retained for three years starting from the date it was signed. These kinds of rules are written into the file plan for each document type. The result? A unified, consistent records policy for the entire organisation.
In Practice
The file plan is implemented directly into the digital archive system. Whenever an employee uploads a new document, the file plan automatically applies all relevant rules. Retention periods are calculated instantly, and the document is filed accordingly.
And it doesn’t stop at retention. You can also define security rules for certain document types—controlling who can access what and when.
The Benefits of Digital Archiving with a File Plan
The main benefit is eliminating reliance on individuals. Human error is drastically reduced, and compliance becomes much easier. You retain full control over your data: nothing is kept longer than necessary, and sensitive information is securely stored and accessed in a controlled, centralised way.
Setting up a digital archive—especially with a file plan at its core—requires upfront planning. But once implemented, the result is a secure, sustainable, and future-proof archive.
At Archive-IT, we guide clients from start to finish, using our digital archiving solution, AIR. This includes creating your file plan and providing expert advice. Interested in learning more? Contact us today for a no-obligation consultation.
