File Plan
A file plan is your organization’s taxonomy for records. Import from existing file plans or create in Microsoft Purview to organize retention labels with business context.
File Plan Properties
| Property | Description |
|---|---|
| Reference ID | Unique identifier for the record type |
| Business Function | HR, Finance, Legal, Operations, etc. |
| Category | Subdivision of business function |
| Retention Period | How long to retain (e.g., 7 years) |
| Disposition Action | Delete, archive, or review |
| Citation | Regulatory requirement reference |
Import and Export
File plans can be imported from CSV or exported for external review. This enables:
- Migration from legacy records management systems
- Review by legal or compliance teams
- Standardization across multiple tenants (MSP scenarios)
- Audit documentation
Building a File Plan
- Identify all record types in your organization
- Map each record type to a business function and category
- Determine retention requirements based on regulations and business needs
- Define disposition actions (delete, review, archive)
- Document regulatory citations for each retention requirement
- Create retention labels matching your file plan structure
Best Practices
- Start with regulatory requirements — Map legal obligations first, then add business needs
- Use consistent naming — Follow a naming convention for reference IDs and label names
- Review periodically — Update the file plan when regulations change or business functions evolve
- Document citations — Link every retention requirement to a specific regulation or business policy
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