Ordnerplans

Ordnerplan (plural Ordnerplans) is a systematic scheme for organizing documents stored in physical folders or binders within an organization. It defines categories, codes, and a hierarchical structure used to file documents and guide retrieval. In archival and records-management practice, it is closely related to the Aktenplan, the formal plan for records.

The primary purpose is to improve findability, ensure consistency, support compliance with retention policies, and simplify auditing. A well designed Ordnerplan also facilitates onboarding, staff training, and future expansion by providing a clear framework for new folders.

Typical structure is hierarchical. Top-level categories might include Administration, Finance, Human Resources, Projects, and Compliance, with subcategories for specific document types. Codes use alphanumeric schemes such as A-01 General, A-02 Policies, F-01 Invoices, and so on. Folder names should be concise and descriptive to support quick recognition.

Development usually starts with scope definition and stakeholder input, followed by inventory of common documents. The coding scheme is drafted, folder templates and naming conventions are created, and a pilot is conducted before organization-wide rollout. Ongoing governance ensures updates, pruning, and periodic reviews.

Practical considerations include avoiding over-nesting, aligning with digital document management, and integrating with retention schedules and disposal processes. Clear ownership, user training, and regular audits help maintain consistency and relevance.

An example structure could be: 1 Administration; 2 Finance; 3 Human Resources; 4 Projects. Within Administration: 1.1 Correspondence; 1.2 Policies. Within Finance: 2.1 Invoices; 2.2 Payroll; 2.3 Budgets. The exact scheme varies by organization but the aim remains common: concise, scalable organization of folders.