File plan

A file plan is a comprehensive outline that includes the records series, file organization, active file locations, file transfer instructions, file retention and disposition instructions, and other specific instructions that provide guidance for effective management of records, including vital records.

File plans specify how records are to be organized once they have been created or received, provide a "roadmap" to the records created and maintained by an organizational unit, and facilitate dispositioning of the records.

Enable the File plan

Mandatory

Change the next OpenKM configuration parameters:

Field / PropertyTypeDescription

security.access.manager

String

com.openkm.plugin.access.DbFilePlanAccessManagerWrapper

file.plan

Boolean

true

After you updated the values, you must restart OpenKM service.

Optional

In the profiles we suggest the next changes:

  • In the "Components tab" disable the "Security checkbox" from all the tabs ( Tab document, Tab Folder, Tab mail, Tab record ).
  • In the "Components tab" enable the "Bussiness activity" checkbox.
  • In the "Menu tab" enable the "File plan" checkbox.
  • In the "Other tab" enable the "File plan" checkbox.

How to construct the File plan

After inventorying all of the records maintained by your office, you are ready to create your office file plan. A file plan describes every type of records in the organization, the location where they should be stored, the rules applying to them, the retention schedule and timeline, manner of their disposition, and the person or persons responsible for their management.
A file plan usually consists of: 

  • Description of the kinds of documents identified to be records.
  • The classification of the records into wide range of categories.
  • Details about the location of the stored records.
  • Description of the retention schedule and period.
  • Making the distinction and assigning the responsibility for certain types of records.

In the file plan every document must have:

FieldTypeSample

Name

String

Records common

Code

Number

101

Definition

Document type

  • Document
  • Mail
  • Record
  • Electronic record ( record )

Section

Section

100- Common section

Property group

Metadata

okg:technology

okg:consulting

Security access Manager

Plugin

Default access manager

Security by user

Users

okmAdmin

Security by roles

Roles

ROL_USER

Catalog manager

Plugin

Business catalog manager

Record manager

Plugin

Default record manager

Disposition manager

Plugin

EmptyFilePlanDispositionManager