File plan

Note

A file plan is a comprehensive outline that includes the record series, file organization, active file locations, file transfer instructions, file retention, 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 the disposition of 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

Caution

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” in all tabs (Tab Document, Tab Folder, Tab Mail, Tab Record).
• In the “Components tab” enable the “Business 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 for recording.
• 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.
• Distinguishing and assigning responsibility for certain types of documents.

In the file plan, every document must have the following:

Field	Type	Sample
Name	String	Common records
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 role	Roles	ROLE_USER
Catalog manager	Plugin	Business catalog manager
Record manager	Plugin	Default record manager
Disposition manager	Plugin	EmptyFilePlanDispositionManager