Transforming Records Management in South Africa: The Role of AI in Dynamic File Plan Development

The increasing complexity, volume and diversity of information handled by contemporary organizations pose ongoing challenges for efficient, compliant records management. Central to this is the design and maintenance of robust file plans that are structured classification schemes reflecting organizational functions, supporting information retrieval and ensuring regulatory compliance. In South Africa’s public sector, file plan development remains largely manual, labor-intensive and inconsistently applied. This results in inefficiencies, misalignment with business processes and heightened risks of noncompliance with legislation such as Promotion of Access to Information Act, Protection of Personal Information Act and the National Archives and Records Service Act. This paper examines how artificial intelligence (AI) can enhance the creation and upkeep of dynamic, context-sensitive and functionally aligned file plans. It explores the potential of machine learning, natural language processing and automated classification to analyze organizational structures, identify record categories, detect retention requirements and generate adaptable file plan hierarchies. The study also considers how AI can integrate with existing electronic document and records management systems (EDRMS) to improve consistency, reduce administrative burdens and strengthen records lifecycle management. Taking the South African context into account, the paper discusses the constraints posed by legacy systems, skills gaps and resource limitations, alongside opportunities for innovation. It contrasts the compliance-heavy environment of the public sector with the more flexible but varied practices of the private sector. The paper proposes a practical framework for piloting AI-assisted file plans. Recommendations include functional mapping, training domain-specific models and maintaining human oversight to ensure compliance and accountability. Ultimately, the paper argues that, if implemented responsibly, AI offers a viable path to modernizing records management in South Africa, by transforming static file plans into dynamic tools that adapt to organizational change and digital transformation.