Pensions administration files For pension schemes, trustees and administrators
Every scheme member.
Records kept for a lifetime.
FilePlan 365 gives every pension scheme member their own secure file inside SharePoint. Joining forms, transfers, retirement packs and death benefit papers are filed to the right member, with the right protection, automatically.
Works inside SharePoint
Member details from your pensions system
30-day free trial
1
Member details
Member number, name, scheme and administrator, taken from your pensions administration system.
2
Document types
The same labelled folders for every member, down the left.
3
The member’s documents
Everything filed to that member, 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 member, 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 member 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 pensions administration system
Member details arrive automatically
You never retype a member number, National Insurance number or name. FilePlan 365 picks up each member’s details from your pensions administration system, so every new member has a file ready the day they join the scheme.
When a member changes
A change of address, a new nomination or a move to deferred status is picked up automatically, so every file stays accurate.
When benefits are fully paid
The final payment 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 members up to date from your pensions administration system. FilePlan 365 reads that list. No custom code, and it stays inside your Microsoft 365 tenant.
The member file plan
Every member organised the same way
Each member file has the same six folders, so everyone knows where a document belongs and where to find it.
1
Joining
Joining form, auto-enrolment notices, opt-outs
Kept for: 6 years after benefits end
2
Contributions
Contribution history, salary updates, AVCs
Kept for: 6 years after benefits end
3
Transfers
Transfer requests, values, discharge forms
Kept for: 6 years after benefits end
4
Nominations
Expression of wish forms, beneficiaries
Kept for: 6 years after benefits end
5
Retirement
Retirement pack, options, lump sum and pension set-up
Kept for: 6 years after benefits end
6
Death and dependants
Death certificates, dependant claims, payments
Kept for: 6 years after benefits end
Retention periods are examples. You can match them to your own retention schedule.
Templates
Start with our Pension member files template. Make it your own.
You don’t have to design a filing system from scratch. The ready-made Pension member files template gives you the folders, document types and protection settings above in a few clicks. Then change anything you like.
1
Choose the Pension member files template
Pick “Pension member files” from the template gallery when you set up FilePlan 365.
2
Use it straight away
Your member 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 scheme rules and trustee policies.
Find a member
Any member file in seconds
Start typing and FilePlan 365 shows matching members straight away. No more hunting through folders or asking a colleague where something was saved.
1
Type a few letters
Search by member number, National Insurance number or name.
2
Narrow it down
Filter by scheme, status, employer or administrator if you need to.
3
Open the file
Click a member to see everything filed to it.
People only ever see the members and documents they are allowed to see.
Advanced search
Answer questions across every member file
Tick a few options and FilePlan 365 finds every matching document across all your members. Perfect for trustee reports, transfer checks and member complaints.
Trustee reportEvery retirement quote issued this quarter
Transfer scam checkAll transfer requests and due diligence this year
Member complaintEverything held on one member, in one list
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
Member records are kept for six years after all benefits have been paid, which can mean decades. Retention is applied automatically.
Only the right people can see it
Member documents are marked Confidential. Medical evidence for ill-health retirement is marked Highly confidential.
Personal data stays inside
Documents containing National Insurance or bank details 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 searching. More time paying members correctly.
One file per member
Joining, contributions, transfers and retirement, in one place.
Ready on joining
New members arrive from your pensions system with their file set up.
Quotes without the scramble
Find every piece of member history in seconds.
Kept for life
Long retention is applied to every document automatically.
Every member file.
Always in order.
Try the Pension member files template free for 30 days, in your own Microsoft 365 tenant.
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