3 Easy steps to
Import Your File Plan
what do I need to know before I start?
1. The File Plan Code must be unique, if you try to import a file plan with a code that is in use, the import action will add a new version to the existing file plan.
2. The uploaded version of the file plan will be set to Draft.
3. If the previous version is not published it will be set to archived.
4. End-users will not see the draft version of the file plan until it is published.
5. You will need a Microsoft Excel or similar application that is able to edit an Excel document.
Import Steps
01.
Download an empty template.
Please click the button below to download an empty file plan import template [Excel file format].
02.
Fill out the Template.
Follow the indications below to fill out the template.
| Table Column | Instructions |
|---|---|
| FPPriLanguage | Enter the Primary language of the file plan. E.g. English, French, etc.
Repeat for all rows in the Excel |
| FPSecLanguage | Enter the Secondary language of the file plan. E.g. English, French, etc. Please ignore this column and all secondary language columns if no secondary language is to be used for this file plan.
Repeat for all rows in the Excel |
| FPCode | The File Plan code has to be unique for all your file plans.
Repeat for all rows in the Excel |
| FPLevel | Number of levels in the file plan, enter a number between 2 and 4:
|
| FPTitle_PriLanguage | Name of the File Plan in the primary language.
Repeat for all rows in the Excel |
| FPTitle_SecLanguage | Name of the File Plan in the secondary language.
Repeat for all rows in the Excel |
| FPDescription_PriLanguage | Description of the file plan in the primary language.
Repeat for all rows in the Excel |
| FPDescription_SecLanguage | Description of the file plan in the secondary language.
Repeat for all rows in the Excel |
| FunctionSeriesNumber | Unique series number of the function. it has to have the format: RootCode-XX (e.g. ABC-01, SDF-20, XYZ-06).
Repeat for all rows of the function in the Excel |
| FunctionTitle_PriLanguage | Name of the Function in the primary language.
Repeat for all rows function |
| FunctionTitle_SecLanguage | Name of the Function in the secondary language.
Repeat for all rows function |
| FunctionDescription_PriLanguage | Description of the function in the primary language.
Repeat for all rows of the function |
| FunctionDescription_SecLanguage | Description of the function in the secondary language.
Repeat for all rows of the function |
| SubFunctionSeriesNumber | Unique series number of the sub-function. it has to have the format: RootCode-XX-YYY, where RootCode-XX is the series number of the parent function (e.g. ABC-01-003, SDF-20-120, XYZ-06-012).
Repeat for all rows of the sub-function in the Excel |
| SubFunctionTitle_PriLanguage | Name of the sub-function in the primary language.
Repeat for all rows sub-function |
| SubFunctionTitle_SecLanguage | Name of the sub-function in the secondary language.
Repeat for all rows sub-function |
| SubFunctionDescription_PriLanguage | Description of the sub-function in the primary language.
Repeat for all rows of the sub-function |
| SubFunctionDescription_SecLanguage | Description of the sub-function in the secondary language.
Repeat for all rows of the sub-function |
| BusinessProcessSeriesNumber | Unique series number of the business process. it has to have the format: RootCode-XX-YYY-ZZZ, where RootCode-XX-YYY is the series number of the parent sub-function (e.g. ABC-01-003-005, SDF-20-120-023, XYZ-06-012-928). |
| BusinessProcessTitle_PriLanguage | Name of the business process in the primary language. |
| BusinessProcessTitle_SecLanguage | Name of the business process in the secondary language. |
| BusinessProcessDescription_PriLanguage | Description of the business process in the primary language. |
| BusinessProcessDescription_SecLanguage | Description of the business process in the secondary language. |
| DispositionProcess_PriLanguage | In the primary language, describe the disposition process. e.g. Delete documents, retain document forever, Transfer to, etc. |
| DispositionProcess_SecLanguage | In the secondary language, describe the disposition process. e.g. Delete documents, retain document forever, Transfer to, etc. |
| ResouceType_PriLanguage | In the primary language, describe the information resources of business value that is going to be produced in this business activities |
| ResouceType_SecLanguage | In the secondary language, describe the information resources of business value that is going to be produced in this business activities |
| ResEnduringValue_PriLanguage | In the primary language, describe the information resources of enduring value that is going to be produced in this business activities |
| ResEnduringValue_SecLanguage | In the secondary language, describe the information resources of enduring value that is going to be produced in this business activities |
| RetentionTrigger_PriLanguage | In the primary language, describe the action(s) that trigger the count down of the retention period. e.g. Last modified. Document created. You can also mention the criteria that is used to determine the disposition date, such as Last modified date, Creation Date, Project Closure Date, Superseded date, etc. |
| RetentionTrigger_SecLang | In the secondary language, describe the action(s) that trigger the count down of the retention period. e.g. Last modified. Document created. You can also mention the criteria that is used to determine the disposition date, such as Last modified date, Creation Date, Project Closure Date, Superseded date, etc. |
| RetentionExceptions_PriLang | In the primary language, describe any condition or situation that will make the document excluded from following the retention and disposition rules identified in the fields above, and what is the new rule. |
| RetentionExceptions_SecLang | In the secondary language, describe any condition or situation that will make the document excluded from following the retention and disposition rules identified in the fields above, and what is the new rule. |
| RetentionPeriod_PriLang | In the primary language, describe for how long the document has to be retained when the retention period is triggered. (e.g. 5 Years; 7 Years, 6 months, forever, etc.) |
| RetentionPeriod_SecLang | In the secondary language, describe for how long the document has to be retained when the retention period is triggered. (e.g. 5 Years; 7 Years, 6 months, forever, etc.) |
| DisAuthority_PriLanguage | In the primary language, describe the disposition authority. |
| DisAuthority_SecLanguage | In the secondary language, describe the disposition authority. |
| PriInterest_PriLanguage | In the primary language, describe the office of the primary interest. |
| PriInterest_SecLanguage | In the secondary language, describe the office of the primary interest. |
| M365RetentionLabel | Enter the retention label to be assigned to this file plan element. The retention label must already be created in the system to be entered here. |
03.
Import the file plan.
Follow these instructions below to import the file plan:
1. Navigate to the File Plan dashboard and click the Import button.
2. Select the file to upload
3. If you are uploading a new version of an existing file plan, select whether you want to upload it as a minor version or a major version
4. Click Import
