A general method has been established for filing documents created electronically or in paper form by public institutions and organizations to ensure easy and quick access to these documents when needed. Accordingly, the Prime Ministry Circular No. 2005/7 on the Standard File Plan was published. According to this; a file is a group of documents containing the same subject. The File Plan is an inventory of predefined subjects and subject numbers prepared to ensure the systematic filing of documents resulting from the work and processes of institutions and organizations.

The Standard File Plan with Retention Period for Higher Education Institutions and Higher Education Supervisory Bodies is a filing standard applied to all documents produced and received by universities. In general terms, the "standard file plan" is a practice used to group produced documents by subject and to find documents related to the same subject together when needed. Thanks to this practice, documents on the same subject produced in all public institutions and organizations will be coded with the same numbers.

At our university, it is of GREAT IMPORTANCE to correctly determine/select the subject codes specified by the Standard File Plan (SDP) to ensure that correspondence is conducted effectively in accordance with current conditions and legal regulations, a comprehensive filing system is established, document evaluation - sorting - destruction processes are carried out in compliance with legislation, and document and archive operations are conducted according to the principles and methods of document management and archiving.

The Standard File Plan of the Higher Education Institution can be found at the following link:
https://www.yok.gov.tr/Documents/Universiteler/Standart_Dosya_Plani.pdf
You can get assistance in selecting the appropriate SDP from this document.

For detailed help, you may also contact the Directorate of Document and Archive Management.

Questions related to EBYS can be sent to ebys-destek@metu.edu.tr.