Free template
Document filing plan template for SMBs
A filing plan ready to adapt for an SMB: document types by area, required metadata, naming rules, role-based access rights and retention guidelines.
A good SMB filing plan fits on one page: around ten document types, four or five required metadata fields and role-based access rights, rather than a 200-folder tree.
A filing plan describes which types of documents the company keeps, how to identify them, who can view them and how long to keep them. In a document management system (DMS), it is no longer a folder tree: filing relies on document types and metadata, so the same document can appear in several views without being duplicated.
This template is deliberately short. Start with a pilot flow (often contracts or invoices), apply the template, then expand one area at a time. The retention periods given are common benchmarks in France: have them validated by your accountant or legal adviser.
What the resource contains
- Document types by area, ready to adapt
- Required metadata and naming rules
- Role-based access rights and retention guidelines
1. Principles
- File by document type and metadata, not by folder tree.
- One reference version per document; drafts stay outside the repository.
- One owner per document type, responsible for keeping its rules up to date.
2. Document types by area
- Contracts: customer contracts, supplier contracts, NDAs, amendments.
- Finance: supplier and customer invoices, quotes, purchase orders, expense reports.
- Human resources: employment contracts, amendments, payslips, administrative documents.
- Legal and corporate: articles of association, Kbis extract (company registration), meeting minutes, delegations of authority.
- Procurement and quality: supplier records, certificates of compliance, certifications, procedures.
3. Required metadata
- For every type: type, document date, party concerned (customer, supplier, employee), owner, status.
- For contracts: effective date, end date, notice period, amount, automatic renewal (yes or no).
- For invoices: number, amounts excluding and including VAT, payment due date, link to the contract or purchase order.
4. Naming and version rules
- Recommended format: YYYY-MM-DD_Type_Party_Subject (e.g. 2026-03-15_Contract_Dupont_Maintenance).
- No “final_v3”: the active version carries the status, and the tool keeps the history.
- Amendments and appendices are attached to the main document, never filed separately.
5. Role-based access rights
- Contributor: uploads documents and completes the metadata.
- Approver: approves or rejects with a comment.
- Viewer: views documents within their scope (department, site).
- Restricted access for HR files and sensitive documents.
6. Retention guidelines (to be validated)
- Accounting documents and invoices: 10 years (Code de commerce, art. L123-22).
- Payslips: 5 years for the employer (Code du travail, art. L3243-4).
- Commercial contracts: 5 years, the commercial limitation period (Code de commerce, art. L110-4).
- Articles of association: for the company’s entire life, then 5 years after it is struck off the register.
Pitfalls to avoid
- Recreating your Drive folder tree inside the DMS.
- Multiplying document types and fields from day one.
- Leaving “Misc” or “To be filed” folders without an owner.
- Forgetting disposal rules at the end of the retention period.
Other resources
Practical guides
Step-by-step methods to make real progress.
- Implement a DMSHow to implement a DMS in your company: pilot flow, document types, metadata, access rights, workflows and governance. Steps, mistakes to avoid and a rollout checklist.
- Centralise documentsA guide to centralising business documents: source of truth, metadata, access and search. Steps, mistakes to avoid and the role DocPilot plays.
- Automate processingA guide to automating document processing: capture, OCR, classification, approval. Method, mistakes to avoid and DocPilot.
Related articles
DocPilot blog posts on the same topic.
- Document retention policy for businessesDefining a document retention policy: retention periods, responsibilities, archiving and destruction — for document management you can sustain.
- Document metadata: the useful minimumWhich document metadata to capture in your business to find, filter and manage documents — without an encyclopaedic filing plan.
- Finding a company document quicklyHow to find a company document without relying on its file name: metadata, business filters and good search practices.
Related product pages
Related pages to refine your research.
- Document managementBusiness document management: definition, how it differs from a DMS and plain storage, common pitfalls and a five-step method to centralise, find and get your documents approved.
- DMS softwareHow to choose DMS software: a criteria checklist (capture, OCR/AI, metadata, permissions, search, workflows, total cost), pitfalls to avoid and where DocPilot fits.
- What is a DMS?What is a DMS (document management system)? Definition, how it works, key functions, benefits for your business and pitfalls to avoid.
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DocPilot. (2026). Document filing plan template for SMBs. https://docpilot-app.com/en/ressources/guide-ged-pme
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