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 Duration 7 hours

Course Outline

Overview of Filing and Records Management

  • Various filing system types (alphabetical, numerical, subject-based, geographic)
  • Pros and cons associated with different systems
  • The significance of documentation within corporate settings
  • Legal and regulatory obligations

Establishing a Functional Filing System

  • Evaluating specific organizational requirements
  • Selecting the most suitable filing approach
  • Standardizing file naming protocols
  • Selection of filing cabinets and storage solutions
  • Techniques for labeling and indexing

Oversight of Active Records

  • Identification of current active records
  • Tactics for effective active record management
  • Formulation of a comprehensive file plan
  • Execution and ongoing maintenance of the file plan

Digital Document Administration

  • Introduction to Electronic Document Management Systems (EDMS)
  • Advantages of transitioning to digital filing
  • Optimal procedures for document scanning
  • Administration of scanned files

Records Lifecycle Governance

  • Standards for document creation
  • Process for integrating records into the system
  • Establishing retention schedules
  • Compliance with legal and regulatory record retention rules
  • Secure and safe disposal of obsolete records

Security and Data Privacy

  • Protocols for securing physical and digital records
  • Management of access controls and user permissions
  • Insight into data privacy legislation and regulations
  • Maintaining compliance in documentation workflows

Archiving and Long-Term Preservation

  • Techniques for archiving records
  • Solutions for long-term data storage
  • Conservation methods for physical records
  • Strategies to ensure the longevity of electronic records

Adopting Industry Best Practices

  • Development of Standard Operating Procedures (SOPs)
  • Pursuing continuous improvement in documentation processes

Requirements

  • No prior experience or prerequisites are necessary.

Target Audience

  • Office managers
  • Administrative assistants

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