>>it's not a good idea.

File structures serve (at least) three possible purposes: to find things by browsing when searching doesn't work; to apply security access and permissions, and to apply retention rules. You will note that only one of these (browsing) has any benefit to end users, the other two (security,
retention) are for back office people like RM<<

Sorry I have to disagree.  I have used retention schedules as the basis for file structures since I started in RM.  It seemed logical at the time and has worked well ever since. One of the things I like most about it is that it enables users to logically store their content in a structure that meets their needs and enables the disposal of information when the retention timeframe expires.  Additionally, users have been very quick to pick up on the structure as the retention schedule is structured to follow the functional business structures of the organization.  As a result, files stored by users on the shelf, in a share or uploaded to the ECM solution are where they would logically store the information anyway.  Moving from the extremely detailed retention schedules of the past to slightly bigger buckets has made the connection even more logical and provided users with flexibility extend the file plan as they see fit. 

I would also disagree that security and retention are only for back office people. All employees are responsible for knowing whether the information they have is protected and the level of protection required. Retention is also important to individual employees, especially if you are in an industry that is subject to frequent compliance reviews, regulatory scrutiny and legal matters.  

Bill Roach, CRM

Thoughts are my own and not those of my employer or any other individual or entity.

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