A complete, ready to deploy records management system designed to bring clarity, structure, and consistency to any organisation. Built from decades of cross sector experience, it provides everything needed to implement a practical, compliant, and easy to use information environment — without starting from scratch.

This is a complete records management framework — not software — designed to work with your existing storage environment (SharePoint, Google Drive, network drives, etc.). All tools are provided in both Excel and LibreOffice formats for maximum compatibility.

What’s Included:

1. Complete Folder Structure.

A standardised, scalable folder hierarchy with a full and shortened version, README files, and guidance for safe adaptation.

2. Naming Convention System.

A practical naming framework with an Excel based automation tool, rules, examples, and a user adoption guide.

3. Records Register.

A structured register for tracking key records, including categories, locations, owners, retention, review dates, and compliance notes — with a full user guide.

4. Archives Register.

A dedicated register for long term and inactive records, including metadata, storage locations, disposal triggers, and audit trail fields — with workflow guidance.

5. Security & Access Control Guidance.

Clear, practical instructions for applying folder permissions, managing user access, configuring shared drive security, and maintaining a controlled, compliant information environment.

6. Retention & Disposal Guide.

A simple, defensible retention approach with categories, triggers, annual review workflow, examples, and responsibilities.

7. Quick Start Guide.

An overview explaining what the system is, why it matters, how to use it, and where to find everything.

8. Records Management System Overview.

An overview showing how all components fit together, including workflows, roles, annual cycle, and links to all tools.

9. Licensing & Usage Statement.

An outline of client only usage and internal use rights.

Who This System Is For:

Designed for organisations that need a clear, structured, and compliant records management environment without the cost or complexity of a full consulting engagement. Ideal for small to medium organisations, teams modernising legacy storage, businesses preparing for audits or compliance reviews, and any organisation needing consistent structure across departments.

Why It Works:

Built on real world operational experience rather than theoretical frameworks, every component is practical, easy to adopt, consistent, defensible, and scalable across sectors — giving organisations a reliable foundation from day one.

**After downloading, please extract the ZIP before opening the files. Macros will not run inside the ZIP.**