Configuration and Implementation of the physical File Plan

Configuration and Implementation of the Physical File Plan

Using SharePoint as an Enterprise Content Management Solution

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Platform:
Online
In-class
Revised and Updated: 23 October 2026
Date Venue Duration
09 - 13 November 2026 Sandton, Gauteng 5 Days
15 - 19 February 2027 Sandton, Gauteng 5 Days
07 - 11 June 2027 Sandton, Gauteng 5 Days
19 - 23 July 2027 Sandton, Gauteng 5 Days
13 - 17 September 2027 Sandton, Gauteng 5 Days

Course Introduction

Information Technology is the foundation of doing business in the 21st century. Communication and transactions in organisations have become electronic, and so have relationships between organisations and their clients. As a result, an increasing number of records are born digital. These new ways of doing business require organisations to implement compatible electronic systems to capture, maintain, use, and eventually dispose of these records. However, electronic systems can also be overwhelming.

Prospen Africa’s Configuration and Implementation of the Physical File Plan course focuses on the design, configuration, and implementation of an Enterprise Content Management File Plan using SharePoint as a solution. The Configuration and Implementation of the Physical File Plan programme is aimed at empowering practitioners to practically configure a file plan and have it built into the SharePoint platform for the management of their electronic records. 

Mastering Configuration and Implementation of the Physical File Plan methodology enables organizations to retrieve physical files rapidly, making Configuration and Implementation of the Physical File Plan an essential course for institutional record-keeping.

Course Objectives

By the end of this Configuration and Implementation of the Physical File Plan course, participants will be able to:

  • Determine permissions
  • Design SharePoint folder structures in line with the file plan
  • Design case file repositories
  • Design, configure, and implement e-forms
  • Design, configure, and implement e-templates
  • Design, configure, and implement workflows
  • Configure additional tools such as digital signatures, website management, and audit trails
  • Implement security measures for an EDRMS

Who should attend?

Participants focused on Configuration and Implementation of the Physical File Plan typically include:

  • Records Management Practitioners
  • Secretaries and PAs
  • Registry Clerks
  • Office Administrators
  • Security Specialists
  • Archivists
  • Legal Officers
  • IT Specialists
  • Monitoring and Evaluation Specialists
  • Auditors
Microsoft (365) Office Courses

Training Methodology

Our diverse instructional approaches ensure effective learning:

– Lectures & Presentations: Engage with expert-driven, stimulating content.
– Course Material: Access well-crafted supporting resources.
– Group Work: Collaborate on discussions and case studies for practical insights.
– Workshops & Role-Play: Participate in immersive, scenario-based activities.
– Practical Application: Focus on applying theoretical knowledge in real situations.
– Post-Training Support: Receive extensive support after training for skill implementation.

Training Outline

Day 1 — Introduction to Document and Records Management
  • What is a record? Differences between a document and a record
  • What is Records Management? The Records Management lifecycle
  • Other basic concepts related to documents and records management
  • The importance of Records Management
  • Risks associated with poor Records Management
  • The benefits of sound Records Management
  • The legal framework for Records Management
  • Status of Access to Information legislation
  • The Electronic Communications and Transactions legislation
  • Protection of Information legislation
  • Key role players in a Records Management improvement plan
  • The role and responsibilities of Senior and Top Management
  • The role and responsibilities of Records Champions and a Records Management Committee

Day 2 — Records Types, Filing Systems, and the File Plan
  • Different types of records and filing systems
  • Record formats: paper, electronic, audio-visual, and micrographic records
  • Correspondence records and other records
  • Subject filing systems and case filing systems
  • Records classification systems: a functional subject file plan
  • Introduction to a file plan; composition of a file plan
  • Attributes of an effective file plan
  • An analysis of the main series in a file plan (a client's file plan will be unpacked for relevance)
  • Disposal of records: risks of failure to dispose, and the benefits of a systematic disposal programme
  • Disposal authorities and the appraisal of records
  • Destruction and archiving of records

Day 3 — Electronic Records Management and SharePoint Foundations
  • Introduction to Electronic Document and Records Management Systems (EDRMS)
  • Types of electronic records
  • Related concepts: EDMS, ERMS, EDMRS, and ECM
  • The advantages of managing records electronically
  • Challenges and risks associated with managing records electronically
  • The legal admissibility of electronic records
  • The Electronic Communications and Transactions Act (ECTA)
  • Setting permissions within an EDRMS
  • Developing and implementing document sets for subject files and case files
  • SharePoint: an overview
  • Determining business and functional requirements
  • Designing sites and libraries within SharePoint
  • Designing metadata elements: what is metadata, why metadata management matters, and how to design metadata
  • Developing term sets for commonly used metadata

Day 4 — System Configuration and Repository Design in SharePoint
System Configuration and Implementation
  • Content types, term sets, and column types
  • Permissions and navigation
Designing SharePoint Repositories and Libraries for Documents and Records
  • Document identification and types
  • Term sets and document sets
  • Types of electronic records: datasets, text-based, multimedia, and multidimensional documents
Designing Case File Management Repositories in SharePoint
  • What is a case filing system
  • Designing folder structures for different case files (e.g., HR, SCM)
  • Using search and metadata to access case files
  • Use of saved searches and tags
File Plan, Forms, Templates, and Workflow Management
  • SharePoint and the creation of folder structures in line with the file plan
  • File plan configuration in an EDRMS
  • Declaring records (from documents to records)
  • Creating retention instructions electronically
  • Deleting and destroying electronic records
  • SharePoint forms management: creating and configuring forms
  • SharePoint templates management: creating and configuring templates
  • SharePoint workflow management: types of workflows and creating a workflow
  • Practical Exercise: Lab: Building forms, templates, and a workflow within a SharePoint site.

Day 5 — Advanced EDRMS Functionality and Information Security
EDRMS: Configuration of Other Functionalities (Part 1)
  • Digital signatures
  • Rendition
  • Quality management
  • Retrieval and search
  • Website management
  • Metadata management
  • Authenticity
EDRMS: Configuration of Other Functionalities (Part 2)
  • Audit trail
  • Version control
  • Scanning and imaging
  • E-mail management
  • Back-up and recovery
  • Long-term format
  • Archiving
  • Disposal of records
EDRMS Considerations
  • Implementing complementary assets
  • Reviewing a Records Management policy framework
  • Conducting a records survey
  • Monitoring system performance
Information Security for Electronic Records
  • What is information security, and why does it matter?
  • Risks associated with electronic records
  • Security measures for electronic records

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Discover how our courses enhance professionals’ effectiveness in their workplaces.

Tharisa Minerals

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The course was very informative and interesting

Revenue Appeals Tribunal Eswatini

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The facilitator is the best in the field and i personally learnt a lot on the subject matter.

Magalies Water

Document Control and Document Management Systems

The facilitator was knowledgeable, engaging, and presented the material clearly. The institution provided a well-organized learning environment with adequate resources and support throughout the training.

Central Bank of Lesotho

Data & Information Governance

The vast knowledge of Mr Selelepoo is really unmatched. I am totally happy and transformed from this training.

FAQs – Configuration and Implementation of the Physical File Plan

Learn how to configure and implement a physical file plan, covering records classification, filing systems, document control, retention, retrieval, and records management practices.

What is covered in the Configuration and Implementation of the Physical File Plan course?
The Configuration and Implementation of the Physical File Plan training covers records management, file plan design, records classification, electronic records, EDRMS, SharePoint configuration, permissions, metadata, document repositories, forms, templates, workflows, retention, disposal, and information security.
Who should attend the Configuration and Implementation of the Physical File Plan training?
It is suitable for records management practitioners, registry clerks, administrators, archivists, legal officers, IT specialists, security specialists, auditors, and monitoring and evaluation professionals.
Does the Configuration and Implementation of the Physical File Plan training cover the design and implementation of a functional file plan?
Yes. Participants learn how to analyse file plans, develop functional classification structures, design folder structures, establish document and case file repositories, and configure file plans within an EDRMS.
Does the Configuration and Implementation of the Physical File Plan training teach how to configure a file plan using SharePoint?
Yes. The Configuration and Implementation of the Physical File Plan training covers SharePoint sites and libraries, metadata, content types, term sets, columns, permissions, navigation, document sets, folder structures, search, and file plan configuration.
Does the course cover electronic records, retention and disposal?
Yes. Participants learn about electronic records, retention instructions, declaring documents as records, electronic disposal, archiving, audit trails, version control, backup and recovery, and long-term preservation.
Does the Physical File Plan training include practical exercises?
Yes. The Configuration and Implementation of the Physical File Plan training combines lectures with group work, workshops, role-play, case studies, practical application, and SharePoint-focused configuration activities to support workplace implementation.

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