Board and committee files For company secretaries and governance teams
Every board meeting.
Papers, minutes and decisions in order.
FilePlan 365 gives every board and committee meeting its own secure file inside SharePoint. Agendas, papers, minutes and declarations are filed to the right meeting, with the right protection, automatically.
Works inside SharePoint
Meeting details from your board portal
30-day free trial
1
Meeting details
Meeting reference, committee, date and secretary, taken from your governance system.
2
Document types
The same labelled folders for every meeting, down the left.
3
The meeting’s documents
Everything filed to that meeting, 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 meeting, 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 meeting 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 governance system
Meeting details arrive automatically
You never retype a meeting date, committee name or agenda item. FilePlan 365 picks up each meeting’s details from your governance system, so every scheduled meeting has a file ready before papers go out.
When a meeting changes
A rescheduled date, a new chair or extra agenda items is picked up automatically, so every file stays accurate.
When minutes are approved
The approval 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 meetings up to date from your governance system. FilePlan 365 reads that list. No custom code, and it stays inside your Microsoft 365 tenant.
The committee file plan
Every meeting organised the same way
Each meeting file has the same six folders, so everyone knows where a document belongs and where to find it.
1
Agenda and papers
Agenda, board papers, presentations
Kept for: Permanently
2
Minutes
Draft and approved minutes, action log
Kept for: Permanently
3
Declarations
Declarations of interest, conflicts register
Kept for: 6 years after meeting
4
Decisions and resolutions
Written resolutions, decision log
Kept for: Permanently
5
Committee governance
Terms of reference, membership, effectiveness reviews
Kept for: 6 years after superseded
6
Correspondence
Letters to and from the chair, regulator letters
Kept for: 6 years after meeting
Retention periods are examples. You can match them to your own retention schedule.
Templates
Start with our Board and committee files template. Make it your own.
You don’t have to design a filing system from scratch. The ready-made Board and committee files template gives you the folders, document types and protection settings above in a few clicks. Then change anything you like.
1
Choose the Board and committee files template
Pick “Board and committee files” from the template gallery when you set up FilePlan 365.
2
Use it straight away
Your meeting 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 articles, standing orders and governance code.
Find a meeting
Any meeting file in seconds
Start typing and FilePlan 365 shows matching meetings straight away. No more hunting through folders or asking a colleague where something was saved.
1
Type a few letters
Search by committee, meeting date or agenda item.
2
Narrow it down
Filter by committee, year, status or secretary if you need to.
3
Open the file
Click a meeting to see everything filed to it.
People only ever see the meetings and documents they are allowed to see.
Advanced search
Answer questions across every meeting file
Tick a few options and FilePlan 365 finds every matching document across all your meetings. Perfect for audits, regulator requests and annual reports.
External auditEvery set of approved Audit Committee minutes this year
Regulator requestAll decisions on one topic across the board
Annual reportEvery declaration of interest for current directors
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
Approved minutes and resolutions are kept permanently. Working papers are kept for six years after the meeting.
Only the right people can see it
Board papers are marked Confidential. Remuneration and part B papers are marked Highly confidential.
Board papers stay inside
Documents marked Highly confidential 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 compiling packs. More time governing.
One file per meeting
Agenda, papers, minutes and decisions, in one place.
Ready before papers go out
Scheduled meetings arrive from your board portal with their file set up.
Audits without the scramble
Find every approved minute in seconds.
Kept for good
Minutes and resolutions are retained permanently.
Every meeting file.
Always in order.
Try the Board and committee files template free for 30 days, in your own Microsoft 365 tenant.
More solutions: Policy and controlled document files · Audit and inspection files · Data protection files · Health and safety incident files · Environmental permit files · See all 48 solutions