A document plan is a fundamental instrument in the archives of a releasing party. It contains information on the creation, preservation and accessibility of all document categories created by the activities of the relevant party. A document plan is a plan that includes a comprehensive overview of each document category, the documents that make up it, and on the processing, completion and preservation of the documents. The plan is intended to reflect the archives of the relevant party as they are at any given time and is therefore regularly reviewed.
The parties responsible for the submission shall create and maintain a document retention plan and obtain its approval from the National Archives.
Rules on the archiving plans of the submission parties No. 571/2015 apply to the content structure, the duration and the approval of the submission.
The advantages of having an effective and good document management plan include the following:
Leads to the document to be preserved being stored in an orderly and secure manner.
Leads to paper documents that are in daily use are available in the office but are then moved to storage when their usage decreases.
This leads to the regular destruction of documents that can be grised. This prevents the parties that are required to submit data from unnecessarily storing data that the National Archives have authorized to be grised. This saves space for storage, among other things.
A good overview of access controlled documents for personal data or otherwise.
Provides an overview of electronic data sets that are in use by the data subject. This applies to all data sets whether or not they contain documents.
Shows when documents were started to be scanned and, therefore, when documents change from being on paper to being electronic.
Shows when a custodian version of electronic databases must be created.
Facilitates access to electronic documents for the future.
A guidebook
(2018).
. (2010).
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