Trust and private client files For trust companies, family offices and private client teams
Every trust.
Deeds, decisions and returns in order.
FilePlan 365 gives every trust your team manages its own secure file inside SharePoint. Trust deeds, trustee decisions, distributions and tax returns are filed to the right trust, with the right protection, automatically.
Works inside SharePoint
Trust details from your practice system
30-day free trial
1
Trust details
Trust reference, name, type and trust manager, taken from your practice management system.
2
Document types
The same labelled folders for every trust, down the left.
3
The trust’s documents
Everything filed to that trust, 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 trust, 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 trust 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 practice management system
Trust details arrive automatically
You never retype a trust reference, settlor or beneficiary name. FilePlan 365 picks up each trust’s details from your practice management system, so every new trust has a file ready from the day it’s established.
When a trust changes
A new trustee, a change of beneficiaries or a new investment manager is picked up automatically, so every file stays accurate.
When a trust is wound up
The final distribution 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 trusts up to date from your practice management system. FilePlan 365 reads that list. No custom code, and it stays inside your Microsoft 365 tenant.
The trust file plan
Every trust organised the same way
Each trust file has the same six folders, so everyone knows where a document belongs and where to find it.
1
Trust deed
Trust deed, deeds of appointment, letter of wishes
Kept for: Permanently
2
Trustees and decisions
Trustee minutes, resolutions, decisions
Kept for: Permanently
3
Assets and investments
Valuations, investment reports, property
Kept for: 15 years after winding up
4
Distributions
Distribution requests, approvals, receipts
Kept for: 15 years after winding up
5
Tax and registration
SA900 returns, TRS registration, HMRC letters
Kept for: 15 years after winding up
6
Beneficiaries
Beneficiary records, ID checks, correspondence
Kept for: 15 years after winding up
Retention periods are examples. You can match them to your own retention schedule.
Templates
Start with our Trust and private client files template. Make it your own.
You don’t have to design a filing system from scratch. The ready-made Trust and private client files template gives you the folders, document types and protection settings above in a few clicks. Then change anything you like.
1
Choose the Trust and private client files template
Pick “Trust and private client files” from the template gallery when you set up FilePlan 365.
2
Use it straight away
Your trust 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 trust administration procedures.
Find a trust
Any trust file in seconds
Start typing and FilePlan 365 shows matching trusts straight away. No more hunting through folders or asking a colleague where something was saved.
1
Type a few letters
Search by trust reference, settlor or beneficiary.
2
Narrow it down
Filter by trust type, manager, status or year end if you need to.
3
Open the file
Click a trust to see everything filed to it.
People only ever see the trusts and documents they are allowed to see.
Advanced search
Answer questions across every trust file
Tick a few options and FilePlan 365 finds every matching document across all your trusts. Perfect for trustee meetings, TRS updates and tax deadlines.
Trustee meetingEvery distribution request awaiting approval
TRS updateAll registration records due an update
Tax deadlineEvery SA900 return for the current year
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
Trust deeds and trustee decisions are kept permanently. Other records are kept for fifteen years after winding up.
Only the right people can see it
Trust documents are marked Confidential. Letters of wishes are marked Highly confidential.
Personal data stays inside
Documents containing beneficiary 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 deeds. More time advising families.
One file per trust
Deed, decisions, assets and tax, in one place.
Ready when established
New trusts arrive from your practice system with their file set up.
Decisions on record
Show every trustee decision in seconds.
Deeds kept for good
Trust deeds are retained permanently, automatically.
Every trust file.
Always in order.
Try the Trust and private client files template free for 30 days, in your own Microsoft 365 tenant.
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