A file plan should be updated regularly to ensure it remains accurate and effective. It is generally recommended to inspect and update the file plan at least once a year, or whenever there are changes such as new functions, activities, or records. Additionally, updates should be made when records retention schedules change or when new information affects how records are managed. Some organizations may update their file plan more frequently, such as monthly, depending on operational needs and changes in records schedules.

Summary of File Plan Update Frequency:

• At least annually for inspection and review.
• Whenever new records, functions, or activities arise.
• When records retention schedules or rules change.
• Some may do monthly updates depending on needs.

This approach keeps the file plan a current, useful tool for managing records throughout their lifecycle.