Information request files For information governance and data protection teams
Every information request.
Answered on time, with proof.
FilePlan 365 gives every FOI, subject access and EIR request its own secure file inside SharePoint. The request, searches, redactions and response are filed together, with the right protection, automatically.
Works inside SharePoint
Request details from your request tracker
30-day free trial
1
Request details
Request reference, type, requester and case officer, taken from your request tracking system.
2
Document types
The same labelled folders for every request, down the left.
3
The request’s documents
Everything filed to that request, 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 request, 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 request 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 request tracking system
Request details arrive automatically
You never retype a request reference, requester or due date. FilePlan 365 picks up each request’s details from your request tracking system, so a new request has its file ready the moment it’s logged.
When a request changes
A clarification, an extension or a new case officer is picked up automatically, so every file stays accurate.
When a request is closed
The response 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 requests up to date from your request tracking system. FilePlan 365 reads that list. No custom code, and it stays inside your Microsoft 365 tenant.
The request file plan
Every request organised the same way
Each request file has the same six folders, so everyone knows where a document belongs and where to find it.
1
Request
Original request, ID checks, clarifications
Kept for: 3 years after closure
2
Searches
Search requests, returned records, search log
Kept for: 3 years after closure
3
Redaction
Redacted records, exemption decisions, public interest test
Kept for: 3 years after closure
4
Response
Response letter, disclosed bundle
Kept for: 3 years after closure
5
Internal review
Review request, reviewer decision
Kept for: 6 years after closure
6
ICO and appeals
ICO correspondence, decision notices, tribunal
Kept for: 6 years after closure
Retention periods are examples. You can match them to your own retention schedule.
Templates
Start with our Information request files template. Make it your own.
You don’t have to design a filing system from scratch. The ready-made Information request files template gives you the folders, document types and protection settings above in a few clicks. Then change anything you like.
1
Choose the Information request files template
Pick “Information request files” from the template gallery when you set up FilePlan 365.
2
Use it straight away
Your request 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 information governance policies.
Find a request
Any request file in seconds
Start typing and FilePlan 365 shows matching requests straight away. No more hunting through folders or asking a colleague where something was saved.
1
Type a few letters
Search by request reference, requester or subject.
2
Narrow it down
Filter by request type, department, status or due date if you need to.
3
Open the file
Click a request to see everything filed to it.
People only ever see the requests and documents they are allowed to see.
Advanced search
Answer questions across every request file
Tick a few options and FilePlan 365 finds every matching document across all your requests. Perfect for ICO investigations, performance reports and repeat requests.
ICO investigationEvery exemption decision for one request
Performance reportAll responses sent after the deadline this year
Repeat requestEverything disclosed on one subject before
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
Request files are kept for three years after closure, and six where there’s a review or appeal. Closure starts the clock automatically.
Only the right people can see it
Request files are marked Confidential. Unredacted subject access bundles are marked Highly confidential.
Personal data stays inside
Unredacted documents containing personal data 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 deadlines. More time getting it right.
One file per request
Request, searches, redactions and response, in one place.
Ready when logged
New requests arrive from your tracker with their file set up.
Proof for the ICO
Show exactly what was searched and why, in seconds.
Closure handled for you
Retention starts automatically when a request closes.
Every request file.
Always in order.
Try the Information request files template free for 30 days, in your own Microsoft 365 tenant.
More solutions: Council files · Case files · Housing files · Revenues and benefits files · Licence and permit files · See all 48 solutions