Probation and youth justice files For probation services and youth justice teams
Every person supervised.
Assessments, plans and risk in one place.
FilePlan 365 gives every person on probation or supervised by youth justice their own secure file inside SharePoint. Assessments, plans, risk management and court reports are filed to the right person, with the strongest protection, automatically.
Works inside SharePoint
Person details from your case system
30-day free trial
1
Person details
Case reference, name, order type and case manager, taken from your case management system.
2
Document types
The same labelled folders for every person, down the left.
3
The person’s documents
Everything filed to that person, 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 person, 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 person 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 case management system
Person details arrive automatically
You never retype a case reference, name or court order. FilePlan 365 picks up each person’s details from your case management system, so every new order has a file ready from the first appointment.
When a person changes
A new case manager, a change of risk level or a breach is picked up automatically, so every file stays accurate.
When an order ends
The termination 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 people up to date from your case management system. FilePlan 365 reads that list. No custom code, and it stays inside your Microsoft 365 tenant.
The case file plan
Every person organised the same way
Each person file has the same six folders, so everyone knows where a document belongs and where to find it.
1
Court and orders
Pre-sentence reports, court orders, licences
Kept for: 6 years after order ends
2
Assessments
Risk and needs assessments, reviews
Kept for: 6 years after order ends
3
Plans
Sentence plans, intervention plans
Kept for: 6 years after order ends
4
Risk management
Risk management plans, MAPPA records
Kept for: 6 years after order ends
5
Contact and interventions
Contact records, programme attendance
Kept for: 6 years after order ends
6
Enforcement and transfer
Breach reports, recall, transfers
Kept for: 6 years after order ends
Retention periods are examples. You can match them to your own retention schedule.
Templates
Start with our Probation and youth justice template. Make it your own.
You don’t have to design a filing system from scratch. The ready-made Probation and youth justice template gives you the folders, document types and protection settings above in a few clicks. Then change anything you like.
1
Choose the Probation and youth justice template
Pick “Probation and youth justice” from the template gallery when you set up FilePlan 365.
2
Use it straight away
Your person 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 service’s retention schedule.
Find a person
Any person file in seconds
Start typing and FilePlan 365 shows matching people straight away. No more hunting through folders or asking a colleague where something was saved.
1
Type a few letters
Search by case reference, name or order type.
2
Narrow it down
Filter by order type, team, risk level or case manager if you need to.
3
Open the file
Click a person to see everything filed to it.
People only ever see the people and documents they are allowed to see.
Advanced search
Answer questions across every person file
Tick a few options and FilePlan 365 finds every matching document across all your people. Perfect for inspections, serious case reviews and court requests.
InspectionEvery risk management plan for one team
Serious case reviewAll assessments and contacts for one person
Court requestEvery pre-sentence report issued this month
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
Supervision files are kept for six years after the order ends, and longer where required. The termination date starts the clock automatically.
Only the right people can see it
Every document is marked OFFICIAL-SENSITIVE. MAPPA and safeguarding records are restricted further.
Personal data stays inside
Documents containing personal or risk information 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 files. More time supervising.
One file per person
Orders, assessments, plans and contacts, in one place.
Ready from the first appointment
New orders arrive from your case system with their file set up.
Reviews without the scramble
Find every risk record for a person in seconds.
End dates handled for you
Retention starts automatically when an order ends.
Every person file.
Always in order.
Try the Probation and youth justice template free for 30 days, in your own Microsoft 365 tenant.
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