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 guide the 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 documents.
Enable the File Plan
Mandatory
Change the following OpenKM configuration parameters:
| Field / Property | Type | Description |
|---|---|---|
|
security.access.manager |
String |
com.openkm.plugin.access.DbFilePlanAccessManagerWrapper |
|
file.plan |
Boolean |
true |
After you update the values, you must restart the OpenKM service.
Optional
In the profiles, we suggest the following 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 record in the organization, where they should be stored, the rules applied to them, the retention schedule and timeline, the manner of their disposition, and the person or persons responsible for their management.
A file plan usually consists of the following:
- Description of the kinds of documents identified to be recorded.
- The classification of the records into a wide range of categories.
- Details about the location of the stored records.
- Description of the retention schedule and period.
- Making the distinction and assigning responsibility for certain types of documents.
In the file plan, every document must have the following:
| Field | Type | Sample |
|---|---|---|
|
Name |
String |
Records common |
|
Code |
Number |
101 |
|
Definition |
Document type |
|
|
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 |
