Records & POPIA
Records Classification Coverage
An approved file plan only governs records that actually carry its classification — coverage, not approval, is what matters.
Why an unadopted file plan leaves records ungoverned
The National Archives and Records Service Act requires public bodies to manage records under an approved file plan, with security classification applied so that sensitive information is protected and routine information remains accessible. Where the file plan exists on paper but is not actually applied across record holdings, records are stored inconsistently, retention cannot be enforced and POPIA security obligations cannot be met. AuditPro Core measures adoption of the approved file plan and classification across the entity's holdings so that classification coverage becomes a tracked metric rather than an aspiration.
The Numbers
AuditPro Core renders this view from your tenant's live, tamper-evident records. The figures below are illustrative sample data.
Records classified
71%
▲ 8%
Unclassified backlog
412k
File plan approved
Yes
2024
Misfiled sample
9%
Classification progress by quarter
Classification by record series
| Record series | Classified % | Backlog |
|---|---|---|
| Financial vouchers | 82 | 64000 |
| HR personnel files | 69 | 121000 |
| Contracts | 74 | 38000 |
Figures shown are illustrative sample data for demonstration. AuditPro Core renders these views from your own tenant's live, tamper-evident records.
The approved file plan
The file plan is the authorised scheme for organising records by function and subject. Records filed outside it are difficult to retrieve, retain or dispose of correctly.
Security classification
Classification marks how sensitive a record is and who may access it, linking records management to information security and POPIA. Unclassified holdings cannot be protected proportionately.
Coverage versus existence
Approving a file plan is not the same as applying it. The meaningful measure is the proportion of holdings actually classified and filed under the plan.
Enabling retention and disposal
Retention periods attach to file-plan categories. Without classification coverage, the disposal authority cannot be applied and records accumulate or are destroyed inconsistently.
How AuditPro Core Bridges the Gap
- Coverage measurement: adoption of the approved file plan and classification is quantified across record holdings as a tracked percentage.
- Gap exception workflow: holdings outside the file plan or unclassified are raised for remediation with ownership.
- Retention linkage: classification coverage is tied to the disposal authority so retention can actually be enforced.
- Audit-ready export: the classification position evidences records-management and POPIA security compliance.
Key Takeaways
- An approved file plan governs only the records that carry its classification.
- Classification connects records management to POPIA security obligations.
- Coverage percentage, not plan approval, is the real compliance measure.
- Without classification, the disposal authority cannot be applied.
See This on Your Own Data
AuditPro Core renders this dashboard from your tenant's live, tamper-evident records — every figure traceable to source.