Many people are familiar with file plans mainly in the area of official records management. However, businesses can also benefit from a well-planned filing structure. A file plan organizes written documents and helps keep an overview of high volumes of documents, making it easier to find information.

Read more in this article about the benefits of a file plan and how you can create one for your own document management system.

What is a file plan?

A file plan is a structured list or hierarchy of categories used to systematically sort and store files and documents for an organization. It provides the content framework of a file and enables access to documents based on their subject matter.

The file plan is also known as an archive plan, registry plan, file storage plan, or folder plan. It is often part of the registry regulations. These regulate the overall management of all records in an organization or business, or records management.

What is a digital file plan?

Traditionally, the file plan was used to organize documents in paper format. It can be found, for example, as dividers in a folder. A digital file plan mimics these dividers in the form of subfolders that organize and create structure for the digital files.

How is a file plan structured?

The structure of a file plan is hierarchical and is based on categories and subcategories. It focuses on the tasks of the organization’s activities and can, for example, be divided into categories such as departments, projects, customers, or certain document types. It is important that the file plan is logical and understandable for users. To do this, clearly name the categories based on the language conventions in your organization.

It is advisable to regularly review the file storage plan and update it, as necessary, to ensure that it meets current business requirements and processes.

Where are file plans used?

File plans are an integral part of public administration. But businesses also use file plans, for example, to store employee information in a well-structured format in employee records, to set up a clear manual for quality management or to organize all supplier documents quickly and find them in the supplier file based on quotes, orders, invoices, and delivery notes.

Why is a file plan important?

In companies, public agencies, or other organizations, introducing and complying with a file plan is important to simplify filing, archiving, and access to documents, as well as improving efficiency and meeting compliance requirements.

A well-designed file plan regulates which documents are stored in which files and makes them easier to find thanks to a clear and understandable structure. It enables complete recording of all relevant documents. It also governs who is allowed to view and edit the documents.

Hey Doxi, what are the benifits of a file plan?

Create a file plan for SAP, Salesforce and more

To create a digital file plan, choose a practical file storage structure with the categories and subcategories you need based on your organizational structure and processes. You integrate this structure in your DMS, where you manage all your documents. The documents are then assigned automatically to digital files based on the criteria defined in the file storage plan.

Some DMS, such as Doxis, offer interfaces to stand-alone solutions. Doxis then implements the file structure in the related system, for example, Salesforce.

Status quo: In the CRM solution Salesforce all the documents related to a customer are usually stored unstructured in a general document folder. The more documents accumulate, the more confusing the file storage system becomes.

Solution: With the Doxis integration, the DMS now automatically creates a customer record with predefined file structure when you add a new customer in Salesforce. At the same time, the structure is also displayed directly in Salesforce. It also shows how many documents are in a folder so that you can immediately see if folders are empty and documents are missing.

The use of the file plan via Doxis integration also works in a similar way with many other third-party systems such as Teams, SAP, and SAP SuccessFactors.

Doxis Business Studio – generate a file plan in minutes

To create individual file plans and authorization concepts, there is a corresponding configuration program for the admins or the IT team. This powerful tool makes it possible to develop individual workspaces and authorization concepts. If you only want to quickly create a new file structure or data model, this is not a very user-friendly approach.

That's why our DMS includes Doxis Business Studio – a web application that allows you to quickly carry out simple configurations. The integrated generative AI also helps you create file plans:

1. Tell the AI system what you need, e.g. “I need a file for job applications that includes the relevant subfolders to organize all the document types related to an application.”
2. AI automatically creates a finished structure for the application record with corresponding subfolders.
3. You can adjust the structure, if necessary, add additional subfolders, or delete unnecessary ones. You can also adapt the wording to your organizational structure.

The major benefit: You never start from 0, rather the AI system gives you suitable suggestions that you only have to customize. In a matter of minutes you can create a full file plan that meets your requirements.

Efficient document management thanks to the file plan

Introducing a well-designed file plan and implementing it consistently proves to be critical not only for public agencies to optimize the management of documents. In businesses, too, file plans provide clear structures that make it possible to classify information by subject matter, make it easier to search for documents, and control access depending on the role.

With the AI-supported Doxis solution, you can easily create customized storage structures for your DMS and, thanks to the interfaces, transfer them directly to your third-party systems. This means you always have insight into large volumes of documents and a transparent overview of your business processes.

FAQs about file plans