建立檔案計畫以管理 SharePoint Server 中的記錄Create a file plan to manage records in SharePoint Server

摘要:了解如何建立檔案計畫以識別要保留為記錄的資訊。Summary: Learn how to create a file plan to identify what information that you will keep as records.

檔案計劃是主要的記錄管理規劃 SharePoint Server 中的文件。雖然檔案計劃而異跨組織,他們通常是:The file plan is the primary records management planning document in SharePoint Server. Although file plans can differ across organizations, they typically:

  • 描述組織認可為記錄的項目類型。Describe the kinds of items the organization acknowledges to be records.

  • 描述項目所屬的更廣泛類別記錄。Describe what broader category of records the items belong to.

  • 表示記錄的儲存位置。Indicate where records are stored.

  • 描述記錄的保留期間。Describe retention periods for records.

  • 描述負責管理各種類型記錄的人員。Delineate who is responsible for managing the various kinds of records.

本文說明檔案計畫的內容,並摘要說明如何建立組織適用的檔案計畫。本文亦引導您使用可記錄檔案計畫的工作表。This article describes the contents of a file plan and summarizes how to create a file plan for your organization. The article also directs you to a worksheet in which you can record the file plan.

識別記錄類型Identify kinds of records

決定組織中哪些使用中文件可能宣告為記錄的工作,必須由記錄管理員、律師、法務人員與內容管理員合作完成。請注意,即使您的企業不屬於高度控管產業,仍可能會有一般法規規範您的企業必須負起保留記錄的義務。除了一般商事法以外,您也必須評估專門規範貴企業的法律規定。Determining which active documents in your organization might be declarable as records requires the collaboration of records managers, lawyers, compliance officers, and content managers. Note that, even if your enterprise is not in a highly regulated industry, there are general laws that might obligate your enterprise to keep records. Along with general business laws, you must evaluate legal requirements that are specific to your enterprise.

本文只提供如何決定組織中哪些項目是記錄的一般資訊。大部分情況下,您的企業可能已經開始執行某種形式的記錄管理工作,並指派所需要的大部分記錄管理角色,也可能已經採用某種記錄分類法。It is beyond the scope of this article to provide more than general information about how to determine what is a record in your organization. Most likely, your enterprise is already doing some form of records management and has filled most of the records management roles that you need, and you might already have a taxonomy of records.

一般情況下,若要決定組織中屬於記錄的文件,您必須:Generally, to determine what are records in your organization:

  1. 了解企業的法律義務與業務需求。Understand your enterprise's legal obligations and business needs.

  2. 在跨組織部門的合作之下,分析使用中文件的使用方式。In a collaborative effort across the divisions of your organization, analyze how active documents are used.

  3. 開發應該成為記錄之文件類型的清單。例如,您可以決定下列項目是否應該保留為記錄:Develop a list of the kinds of documents that should become records. For example, you might determine that the following should be retained as records:

    • 租賃公司空間的合約。Contracts to rent corporate space.

    • 與員工福利相關的文件。Documents related to employees' benefits.

    • 與產品研發相關的文件。Documents related to product research and development.

  4. 分類記錄。類別相同的記錄通常會有相同的保留期間,而且可能需要以其他方式進行類似的處理。Categorize the records. Records in the same category often have the same retention periods and might require similar treatment in other ways.

記錄您收集的資訊。記錄種類的記錄、 屬於此類型記錄的、 類別及記錄類型的簡短描述。Record the information that you collected. Record the kind of record, the category that records of this kind belong to, and a brief description of the kind of record.

以下是範例工作表:The following is a sample worksheet:

記錄類型Kind of record 記錄類別Record category 描述Description
福利計劃、保險計劃、退休計劃Benefit plans, insurance plans, pension plans
員工福利描述Employee Benefit Descriptions
所有員工福利計劃的描述。Descriptions of all employee benefit plans.
薪資工時表、薪資補貼資訊Payroll timesheets, supplementary payroll information
薪資記錄Payroll Records
工作、加班及支付薪資時數的摘要。Summaries of hours worked, overtime, and salary paid.
廠商發票Vendor invoices
發票Invoices
向廠商購買貨品或服務的記錄。Records of goods or services purchased from vendors.
產品調查、問卷、訓練資料、訓練影片Product surveys, questionnaires, training manuals, training videos
訓練資料Training Materials
提供內部或外部訓練。Provides internal or external training.
運送表單、運送報告Shipping forms, shipping reports
運送記錄Shipping Records
記載物料的運送。Documents the shipment of materials.
新聞稿、報紙文章Press releases, newspaper articles
新聞稿Press Releases
產品與服務的公共關係資訊。Public relations information about products and services.
緊急連絡表、醫療計劃註冊表、履歷、福利狀態報告Emergency contact sheets, medical plan enrollment forms, resumes, benefits status reports
人員記錄Personnel Records
個人工作經驗及相關人員動作的記錄。Records of individuals' employment histories and related personnel actions.

完成檔案計畫Complete the file plan

在決定哪些文件應該保留為記錄並建立一組記錄類別之後,請提供每種記錄類型的其他資訊,以完成檔案計畫。請指定下列資訊:After you determine which documents should be retained as records and after you create a set of record categories, complete your file plan by providing additional information about each kind of record. Indicate the following:

  • 每種記錄類型的保留時間。How long each kind of record should be retained.

  • 保留期間到期時的記錄處置方式。How records should be disposed of when the retention period expires.

  • 此類型記錄的主要記錄管理員。Who is the primary records manager for records of this kind.

  • 此類型記錄的儲存媒體類型。What kind of media are records of this kind stored in.

以下是完成的範例檔案計畫:The following is a completed sample file plan:

記錄Records 描述Description 媒體Media 記錄類別Record category 保留Retention 處理Disposition 連絡人Contact
401k 計劃401k plans
員工福利計劃的描述。Description of employee benefit plan.
網頁Web pages
員工福利計劃Employee Benefit Plans
X 年X years
None
Kathi FloodKathi Flood
保險計劃Insurance plans
員工保險計劃的描述。Description of employee insurance plan.
列印Print
員工福利計劃Employee Benefit Plans
X 年X years
None
Reshma PatelReshma Patel
退休計劃Pension plans
員工退休計劃的描述。Description of employee pension plan.
列印Print
員工福利計劃Employee Benefit Plans
X 年X years
None
Reshma PatelReshma Patel
薪資工時表Payroll timesheets
工作、加班及支付薪資時數的摘要。Summaries of hours worked, overtime, and salaries paid.
電子文件Electronic documents
薪資記錄Payroll Records
X 年X years
損毀Destroy
Reshma PatelReshma Patel
薪資補貼資訊Supplementary payroll information
病假、休假及其他非薪資項目的摘要。Summaries of sick time, vacation time, and other non-salary payroll items.
電子文件Electronic documents
薪資記錄Payroll Records
X 年X years
損毀Destroy
Reshma PatelReshma Patel
廠商發票Vendor invoices
向廠商購買貨品或服務的記錄。Records of goods or services purchased from vendors.
列印Print
發票Invoices
X 年X years
損毀Destroy
Eric LangEric Lang
產品調查Product surveys
客戶滿意度調查。Customer satisfaction survey.
網頁Web pages
調查資料Survey Materials
X 年X years
封存Archive
Molly DempseyMolly Dempsey
問卷Questionnaires
決定客戶人口統計的問卷。Questionnaire to determine customer demographics.
列印Print
調查資料Survey Materials
X 年X years
封存Archive
Molly DempseyMolly Dempsey
訓練手冊Training manuals
紙本訓練內容。Hard-copy training content.
列印Print
訓練資料Training Materials
X 年X years
損毀Destroy
Molly DempseyMolly Dempsey
訓練影片Training videos
影片訓練內容。Video training content.
影片Video
訓練資料Training Materials
X 年X years
損毀Destroy
Molly DempseyMolly Dempsey
運送表單Shipping forms
設定材料的運送Configuration of materials shipments
列印Print
運送物料Shipping Materials
X 年X years
損毀Destroy
Eric LangEric Lang
運送報告Shipping reports
記載材料的運送。Documentation of the shipment of materials.
電子試算表Electronic spreadsheets
運送物料Shipping Materials
X 年X years
損毀Destroy
Eric LangEric Lang
新聞稿Press releases
產品與服務的新聞稿。Releases about products and services.
電子文件Electronic documents
公共關係資訊Public Relations Information
X 年X years
封存Archive
Molly DempseyMolly Dempsey
報紙文章Newspaper articles
有關產品與服務的新聞。News about products and services.
列印Print
公共關係資訊Public Relations Information
X 年X years
封存Archive
Molly DempseyMolly Dempsey
緊急連絡表Emergency contact sheets
員工資訊。Employee information.
電子文件Electronic documents
人員記錄Personnel Records
X 年X years
損毀Destroy
Reshma PatelReshma Patel
醫療計劃註冊表Medical plan enrollment forms
員工的健康計劃報名表單。Employees' sign-up forms for health plans.
電子文件Electronic documents
人員記錄Personnel Records
X 年X years
損毀Destroy
Reshma PatelReshma Patel
履歷Resumes
接收到履歷。Resumes received.
混合Mixed
人員記錄Personnel Records
X 年X years
損毀Destroy
Reshma PatelReshma Patel

注意

本節稍早的範例只是範例,並不是任何特定檔案計畫設定的建議。未提供保留期間,更進一步強調這只是範例,並不是任何記錄管理原則的建議。The example earlier in this section is a sample. It is not a recommendation of any particular file plan settings. To reinforce that this is an example and not a recommendation of any records management policy, no retention periods are supplied.