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Document Control and Records Management

Document Control and Records Management

How prepared are you when it comes to dealing with increasing expectations for Document Control and Records Management? Knowing where and how to start is often the biggest challenge.

Both public and private sector organizations need to be aware of the value of the information or knowledge that they hold and its potential. As a result, Records Administrators and Information Managers are faced with more complex systems and processes than ever before.

Document Control and Records Management course convey practical methods for identifying and developing the systems of records management and document control that an organization needs.

By the end, each participant will have a plan of action as well as the necessary skills to assist with the development and implementation of an appropriate program for managing their organization’s documents, records, and information.

Many organizations have embarked on implementing Document Control and Records Management systems, with varying degrees of success.

This course is a must for anyone who has a basic understanding of the document and records management and who needs to gain a deeper understanding of some of the techniques and steps involved in designing, implementing and running a document and records management solution, to meet defined business objectives.

This course will provide an in-depth analysis of the key issues and challenges facing those responsible for records and information management in the current business environment.

Real-world case studies will be used to illustrate key points for delivering a successful DRM project which can generate significant business benefits and cost savings.

The Document Control and Records Management program covers all the adopted strategies, tools and latest technologies that are used in capturing, categorizing, managing, storing, preserving and delivering records and documents that are linked with the process of the business.

You might be interested in another Office And Business Administration, Secretarial courses as a next step.

YOU WILL LEARN HOW TO

Managing records, documents, and content is the most challenging thing. How will you organize and maintain the records and materials which are already stored in the organization?

Will you use the adopted strategy to meet the set standards, regulations and compliance requirements?

What will be the most reliable method of managing different e-mails, records, electronic information, and websites?

How will you get the desired records and documents at the time of need? How will the process of business management and workflow work with the files and documents that assist in increasing the effectiveness of the organization?

ISO 15489 is known as the standard for the management of the records. It is about having a benchmark for the management of records, having methodology, processes and the subsequent information storage and utilizing a framework for the storing of electronic documents.

This programme is designed to equip delegates with the skills necessary to understand, plan for and implement the Document and Records Management System.  The course is product-neutral and highlights the critical issues required for successful implementations, and how to avoid the pitfalls commonly associated with EDRMS systems.

IMPORTANT COURSE INFORMATION

Participants who fully attend this course and complete the test on the last day will receive a Strategic Axis Professional Certificate (SAPC). SAPC certificates are regionally recognized and can be quite valuable when applying for more senior roles within the organization or outside.

COURSE OUTLINE

Modules

Module 1: The principles of managing information

The organization: How your information is managed today

Definitions: Understanding what the information terms mean

Document control and records management: Similarities and differences

Your organization

Identifying its type

Identifying its staff

Identifying its information

Defining information goals for the organization

How to achieve information goals

Module 2: Document control and records management program development process

Business case

Defining the purpose

What to include

Objectives of the case

Document Control specifics

Records Management specifics

Records review

Identification of documents and records

Critical information, materials, and records

Electronic and physical formats

Storing records

Module 3: Concepts and set up components

Document and records lifecycle

Capture and storage management

Storage and handling

Preservation and archiving

Metadata and indexing

Classification schemes

Searching and retrieving

Controls and security

The legislation, standards, and regulation

Module 4: Characteristics of a document control and records management program

File plans

Challenges and problems

Classification of records

Retention and disposition

Laws, regulations, standards and business requirements

Developing a retention schedule

Privacy and protection

Transparency

Integrity

Security

Business, historical and preservation archives

Module 5: People, responsibilities and information awareness

Psychology of filing

Accountability

Communication and collaboration

Creating the information management message

Knowledge transfer

Developing the education package

Sponsorship and guidance from senior management

Module 6: Planning and action

Information management strategy

Development of a plan to deliver document and records management

Policy and guidance writing

Information asset register

Document control and records management process plans

Change management

Risk and recovery: Disaster prevention and continuity planning

Education program

Creating an action plan

Module 7: Implementation

Implementation planning

ISO 15489

Designing, implementing and administering specialized systems for managing records

Integrating records management into business systems and processes

Information audit: monitoring compliance

Project and programme planning

 

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