Revenues and benefits files For council revenues and benefits teams
Every claim and account.
Assessed, evidenced and in order.
FilePlan 365 gives every benefits claim and council tax or business rates account its own secure file inside SharePoint. Applications, evidence, decisions and appeals are filed to the right claim, with the right protection, automatically.
Works inside SharePoint
Claim details from your revenues system
30-day free trial
1
Claim details
Claim reference, claimant, address and assessor, taken from your revenues and benefits system.
2
Document types
The same labelled folders for every claim, down the left.
3
The claim’s documents
Everything filed to that claim, 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 claim, 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 claim 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 revenues and benefits system
Claim details arrive automatically
You never retype a claim reference, account number or address. FilePlan 365 picks up each claim’s details from your revenues and benefits system, so every new claim has a file ready the moment it’s received.
When a claim changes
A change of circumstances, a new address or a new assessor is picked up automatically, so every file stays accurate.
When a claim ends
The end 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 claims up to date from your revenues and benefits system. FilePlan 365 reads that list. No custom code, and it stays inside your Microsoft 365 tenant.
The claimant file plan
Every claim organised the same way
Each claim file has the same six folders, so everyone knows where a document belongs and where to find it.
1
Application
Claim form, ID, proof of address
Kept for: 6 years after claim ends
2
Evidence
Income, rent, savings and household evidence
Kept for: 6 years after claim ends
3
Assessment and decision
Calculation, decision notice, entitlement
Kept for: 6 years after claim ends
4
Changes of circumstances
Change notifications, reassessments
Kept for: 6 years after claim ends
5
Overpayments
Overpayment decisions, recovery, invoices
Kept for: 6 years after recovery
6
Appeals and reconsiderations
Reconsideration requests, appeal papers, tribunal
Kept for: 6 years after claim ends
Retention periods are examples. You can match them to your own retention schedule.
Templates
Start with our Revenues and benefits template. Make it your own.
You don’t have to design a filing system from scratch. The ready-made Revenues and benefits template gives you the folders, document types and protection settings above in a few clicks. Then change anything you like.
1
Choose the Revenues and benefits template
Pick “Revenues and benefits” from the template gallery when you set up FilePlan 365.
2
Use it straight away
Your claim 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 council’s procedures and DWP requirements.
Find a claim
Any claim file in seconds
Start typing and FilePlan 365 shows matching claims straight away. No more hunting through folders or asking a colleague where something was saved.
1
Type a few letters
Search by claim reference, account number or address.
2
Narrow it down
Filter by benefit type, ward, status or assessor if you need to.
3
Open the file
Click a claim to see everything filed to it.
People only ever see the claims and documents they are allowed to see.
Advanced search
Answer questions across every claim file
Tick a few options and FilePlan 365 finds every matching document across all your claims. Perfect for subsidy audits, appeals and fraud referrals.
Subsidy auditEvery decision notice in the audit sample
Tribunal appealAll evidence and decisions for one claim
Fraud referralEvery change of circumstances for one address
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
Claim files are kept for six years after the claim ends, in line with subsidy audit rules. The end date starts the clock automatically.
Only the right people can see it
Claim documents are marked OFFICIAL. Income and health evidence are marked OFFICIAL-SENSITIVE.
Personal data stays inside
Documents containing income, bank or health details can’t be shared outside the council.
These are example settings. You choose the labels and timescales that match your own policies.
Why teams choose FilePlan 365
Less time searching evidence. More time processing claims.
One file per claim
Application, evidence, decisions and appeals, in one place.
Ready on receipt
New claims arrive from your revenues system with their file set up.
Audits without the scramble
Pull together the evidence behind any decision in seconds.
End dates handled for you
Retention starts automatically when a claim ends.
Every claim file.
Always in order.
Try the Revenues and benefits template free for 30 days, in your own Microsoft 365 tenant.
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