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File Plan Guide

References

A file plan lists the records in your office, and describes how they are organized and maintained.

A good file plan is one of the essential components of a recordkeeping system, and key to a successful records management program. It can help you:

File Structure

A file structure is the framework of your file plan. EPA's Agency-wide File Structure is arranged by business functions, records schedules and disposition items and is available in PDF or MS Excel.

Here is an excerpt:

Function Schedule Disposition
Code Title # Title Item Title
104-008-01 EPA Emergency Prevention 092 Spill Prevention Control and Countermeasure (SPCC) Facility Plans a Record copy (104-008-01 092a)
104-008-02 EPA Emergency Preparedness 044 Risk Management Plan (RMP) Implementation Records a Record copy (104-008-02 044a)
104-008-02 EPA Emergency Preparedness 047 System for Risk Management Plans (SRMP) b Input (104-008-02 047b)
104-008-02 EPA Emergency Preparedness 047 System for Risk Management Plans (SRMP) c Electronic data (RMP*Maintain) Executive Summary (104-008-02 047c)
104-008-02 EPA Emergency Preparedness 047 System for Risk Management Plans (SRMP) d (RMP*Maintain) Data (104-008-02 047d)
104-008-02 EPA Emergency Preparedness 047 System for Risk Management Plans (SRMP) e (RMP*Maintain) Graphics (104-008-02 047e)
104-008-02 EPA Emergency Preparedness 047 System for Risk Management Plans (SRMP) f (RMP*Review) Audit and User-Defined Data (104-008-02 047f)
104-008-02 EPA Emergency Preparedness 047 System for Risk Management Plans (SRMP) g All other data (104-008-02 047g)
104-008-02 EPA Emergency Preparedness 047 System for Risk Management Plans (SRMP) i System documentation (104-008-02 047i)
104-008-02 EPA Emergency Preparedness 048 EPCRA Trade Secret Files a Record copy (104-008-02 048a)
104-008-02 EPA Emergency Preparedness 093 Oil Removal Contingency Plans a Record copy (104-008-02 093a)
104-008-02 EPA Emergency Preparedness 222 Radiological Emergency Planning a Record copy (104-008-02 222a)
104-008-02 EPA Emergency Preparedness 490 Emergency Planning Program For Radiological Incidents a Record copy (104-008-02 490a)

File Code

A file code is used to represent lengthy titles. EPA's Agency file codes (AFCs) have three components:

graphic showing Agency File Code components

You can use the AFCs to label folders in your paper files:

sample folder label

You can also use the AFCs to label and arrange electronic files. Here is an example of a share drive directory using the AFCs:

sample share drive directory

File Plan

The major steps in implementing a file plan in your office are:

Identifying documentary material

The first step in implementing a file plan for your office is identifying what you have. Whether you are updating an existing file plan or starting from scratch, you will need to do a survey of what documentary material you have, where it is located, and who is responsible for it. It is important to have an understanding of the functions performed in your office.

You need to identify:

There are several ways you can survey the documentary material in your office. A traditional records inventory requires a team of records managers to do a folder-by-folder inventory of all work and storage spaces. Several EPA offices have hired contractors to do inventories. Other offices have used a shorter survey approach, enlisting the help of their network of records contacts and custodians.

Regardless of which method you choose, the final product should be a complete listing of all documentary material created, received and/or maintained by staff and contractors, matched to the appropriate records schedules and disposition items. (See Six Steps to Better Files for details.)

Creating the file structure

Once you have identified what you have, the next step is creating the file structure, by arranging the records schedules and disposition items that apply to the records in your office in Agency file code order.

If you previously used the obsolete four-letter function codes (e.g., PROG), you can find the current function code on the Obsolete Agency File Code Cross-Index (PDF) (19 pp, 100K).

Obsolete Agency File Code Cross-Index excerpt

Add the schedule number and disposition item to the function code to create the AFC. For example, 301-093 006a is the AFC for the record copy of program management files held by senior officials:

Function Code, Schedule Number, and Disposition Item in a records schedule

Once you have identified the AFCs, you can copy them from the Agency-wide File Structure spreadsheet and create your own office file plan spreadsheet.

Function Schedule Disposition
Code Title # Title Item Title
301-093 Program Monitoring 006 Program Management Files b Other than senior officials (301-093 006b)
304-104-02 Program Planning/Design 145 Program Development Files a(2) Record copy - Electronic (304-104-02 145a(2))
305-109-02-04 Provide Public Information, Education and Outreach 200 Training Material a Routine training materials (305-109-02-04 200a)
305-109-02-04 Provide Public Information, Education and Outreach 250 Publications and Promotional Items a(1) Items depicting EPA's environmental mission activities - Nonelectronic (305-109-02-04 250a(1))
305-109-02-04 Provide Public Information, Education and Outreach 250 Publications and Promotional Items a(2) Items depicting EPA's environmental mission activities - Electronic (305-109-02-04 250a(2))
305-109-02-04 Provide Public Information, Education and Outreach 250 Publications and Promotional Items b Routine publications or promotional items (305-109-02-04 250b)
305-109-02-04 Provide Public Information, Education and Outreach 250 Publications and Promotional Items c Working papers and background materials (305-109-02-04 250c)
306-112 Policy and Guidance Development 007 Directives and Policy Guidance Documents Issued by Specific Programs and Regions a(1) Published or released to the public and related background materials - Nonelectronic (306-112 007a(1))
306-112 Policy and Guidance Development 007 Directives and Policy Guidance Documents Issued by Specific Programs and Regions a(2) Published or released to the public and related background materials - Electronic (306-112 007a(2))
306-112 Policy and Guidance Development 007 Directives and Policy Guidance Documents Issued by Specific Programs and Regions b Unpublished or not released to the public and related background materials (306-112 007b)
401 Administrative Management 110 Office Administrative Files a Record copy (401 110a)
401 Administrative Management 127 General Correspondence Files a Record copy (401 127a)
401 Administrative Management 167 Transitory Files a Record copy (401 167a)

Note: Not all functions in the Agency-wide file structure are represented in the example, since those not used in an office are eliminated during the survey process.

Creating the file plan

Once you have a file structure, the next step is creating the file plan, by adding folder- or document-level details about the records in your office, as well as information about how they are managed.

At a minimum, the file plan should include the following information for each folder or document:

Who?

What?

Where?

When?

You may want to include other information, such as:

During this process, you may need to make decisions on how the records are maintained. For example, you may need to determine:

It is important to include all stakeholders when making these decisions and to obtain management approval of your file plan.

Here is an excerpt from a sample file plan (click to enlarge):

sample File Plan excerpt

Conclusion

Now that you have a file plan, you need to train office staff on how to use it. And, remember that it is a "living" document that should reflect changes to your office (e.g., departing employees, office moves, changes in business). It may need to be updated monthly when the records schedule changes are issued. It must also be reviewed at least annually, when the Agency-wide file structure is revised, to ensure it still covers all of your office functions. A file plan can be a very effective tool when it is carefully planned, documented, and kept up-to-date.


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