File Plans

To make the best use of your records, you need to be able to find them quickly and easily. One way of ensuring this is to categorize all records using specific keywords or terms. A file plan is precisely that: a controlled set of terms that allows you to index and retrieve files, documents, and records.

A file plan includes a hierarchy of terms that define the filing system and the files and file parts that are associated with those terms.

A simple way to visualize a file plan is as a tree diagram. The top-level term in the tree might encompass a wide range of activities that can then be represented by the more specific terms in the levels below it. Each of the terms below the top-level keyword can also have specific terms in the levels below them.

If your system administrator has assigned you the rights, you can see this file plan tree in the Navigation Tree on the DM Webtop. You can browse the file plan to find documents, or you can use the drag-and-drop feature to move a document from any search results page to a file plan.

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