How do you classify and file federal records to a file plan so they are categorized to the right record series?

Classifying and filing federal records to a file plan is how agencies make sure every record lands in the right record series — a grouping of records that share a common purpose and a common disposition. Done well, classification connects each document to an approved retention period and final fate (transfer to the National Archives or authorized destruction). Done poorly, it leaves records orphaned, over-retained, or destroyed too soon.

Start with the file plan and the schedule

A file plan is the agency’s organized map of its record series — the categories, their descriptions, and the retention and disposition authority that governs each one. That authority comes from a records schedule: either the government-wide General Records Schedules (GRS) for common administrative records, or an agency-specific schedule approved by the National Archives for mission records.

Before classifying anything, make sure your file plan reflects current, approved schedules and uses categories that match how the organization actually works.

Steps to classify and file a record

1. Identify the record. Confirm the material documents agency business and meets the definition of a federal record, regardless of format (email, document, dataset, message).
2. Determine its function and content. Ask what activity it supports and what it is about — not just who created it or where it lives.
3. Match it to a record series. Select the file plan category whose scope description best fits the record’s function. When more than one seems to fit, choose the series that captures the record’s primary business purpose.
4. Apply the disposition. Inherit the retention period and final disposition tied to that series, so cutoff and destruction or transfer happen automatically.
5. Capture metadata. Record series, creation date, and other indexing fields make the classification searchable and auditable.

Keep classification consistent

Consistency matters more than perfection. Use controlled category names, give staff clear guidance and examples, and review the file plan periodically as functions change. For shared or ambiguous material, document the rule you applied so future filers classify the same way.

For more foundational guidance, see the federal records topic hub.