Aktenplan

An Aktenplan is a structured classification system used to organize and manage documents and records within an organization. It assigns codes to files and matters according to business activities and processes, rather than by subject alone. The plan is typically hierarchical, with top-level classes broken down into subcategories, enabling consistent filing, retrieval, and lifecycle management.

The primary purpose of an Aktenplan is to improve findability and consistency across the organization. It supports compliance with legal and regulatory retention requirements, facilitates digital recordkeeping, and enables efficient management of the document lifecycle from creation to disposition. By standardizing how files are categorized, it also aids audits, reporting, and knowledge transfer.

A typical Aktenplan includes a set of function-based categories, often covering areas such as administration, finance, personnel, legal affairs, procurement, information technology, and operations. Each category has a code and may be further subdivided into subcategories. In addition to the codes, the plan usually specifies metadata to be captured (such as matter name, dates, and responsible office) and retention periods for different classes of records. Some plans also include guidelines for cross-referencing, provenance, and archiving.

Implementation considerations include aligning the Aktenplan with actual business processes, securing executive support, and providing training. Plans should be documented, version-controlled, and periodically reviewed to reflect organizational changes and regulatory requirements. While many German-speaking organizations use their own tailored Aktenpläne, the concept is common in public administration and private enterprises worldwide as a core component of records management.