Audit and inspection files For internal audit, assurance and quality teams
Every audit.
Evidence, findings and actions together.
FilePlan 365 gives every audit and inspection its own secure file inside SharePoint. Plans, evidence, findings and management responses are filed to the right audit, with the right protection, automatically.
Works inside SharePoint
Audit details from your audit system
30-day free trial
1
Audit details
Audit reference, title, area and lead auditor, taken from your audit management system.
2
Document types
The same labelled folders for every audit, down the left.
3
The audit’s documents
Everything filed to that audit, in the wider panel on the right.
What is FilePlan 365?
A digital filing cabinet, built into SharePoint
Think of a filing cabinet with a drawer for every audit, and the same labelled folders inside each drawer. FilePlan 365 does exactly that inside SharePoint, the place your organisation already keeps its documents.
No new system to learn
Your team works in SharePoint and Microsoft 365, just as they do today. There is nothing extra to install on anyone’s computer.
Filed once, found in seconds
Every document goes into the right audit file and folder, so anyone with access can find it straight away.
Kept as long as it should be
Each document is protected and kept for the right length of time, without anyone having to remember the rules.
Connected to your audit management system
Audit details arrive automatically
You never retype an audit reference, area or lead auditor. FilePlan 365 picks up each audit’s details from your audit management system, so every planned audit has a file ready before fieldwork starts.
When an audit changes
A new lead auditor, a scope change or a revised deadline is picked up automatically, so every file stays accurate.
When an audit is closed
The closure date flows across too, and the clock for how long the file is kept starts by itself.
For your IT team
A Power Automate flow keeps a SharePoint list of audits up to date from your audit management system. FilePlan 365 reads that list. No custom code, and it stays inside your Microsoft 365 tenant.
The audit file plan
Every audit organised the same way
Each audit file has the same six folders, so everyone knows where a document belongs and where to find it.
1
Planning
Terms of reference, scope, risk assessment
Kept for: 7 years after closure
2
Evidence
Samples, test results, interview notes
Kept for: 7 years after closure
3
Working papers
Testing schedules, reviewer notes
Kept for: 7 years after closure
4
Findings and report
Draft and final report, ratings
Kept for: 7 years after closure
5
Management responses
Responses, agreed actions, owners
Kept for: 7 years after closure
6
Follow-up
Action tracking, evidence of closure
Kept for: 7 years after closure
Retention periods are examples. You can match them to your own retention schedule.
Templates
Start with our Audit and inspection files template. Make it your own.
You don’t have to design a filing system from scratch. The ready-made Audit and inspection files template gives you the folders, document types and protection settings above in a few clicks. Then change anything you like.
1
Choose the Audit and inspection files template
Pick “Audit and inspection files” from the template gallery when you set up FilePlan 365.
2
Use it straight away
Your audit files, folders and document types are created for you, ready to start filing.
3
Make it your own
Rename folders, add your own document types, and set how long each is kept, to match your audit methodology.
Find an audit
Any audit file in seconds
Start typing and FilePlan 365 shows matching audits straight away. No more hunting through folders or asking a colleague where something was saved.
1
Type a few letters
Search by audit reference, area or lead auditor.
2
Narrow it down
Filter by audit plan year, area, rating or status if you need to.
3
Open the file
Click an audit to see everything filed to it.
People only ever see the audits and documents they are allowed to see.
Advanced search
Answer questions across every audit file
Tick a few options and FilePlan 365 finds every matching document across all your audits. Perfect for audit committees, external auditors and regulators.
Audit committeeEvery final report rated limited assurance this year
External auditorAll evidence for one finance audit
Follow-up reviewEvery overdue action and its evidence
Compliance, without the jargon
Protected and kept for the right time, automatically
FilePlan 365 uses the security and retention tools already in your Microsoft 365, known as Microsoft Purview. You decide the rules once, and they’re applied to every document.
Kept for the right time
Audit files are kept for seven years after closure. Closure starts the clock automatically.
Only the right people can see it
Audit files are marked Confidential. Fraud investigations are marked Highly confidential.
Findings stay inside
Draft reports and evidence can’t be shared outside your organisation.
These are example settings. You choose the labels and timescales that match your own policies.
Why teams choose FilePlan 365
Less time chasing evidence. More time giving assurance.
One file per audit
Plan, evidence, findings and actions, in one place.
Ready before fieldwork
Planned audits arrive from your audit system with their file set up.
Committees without the scramble
Pull together every report in seconds.
Closure handled for you
Retention starts automatically when an audit closes.
Every audit file.
Always in order.
Try the Audit and inspection files template free for 30 days, in your own Microsoft 365 tenant.
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