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Course Outline

Introduction to Filing and Records Management

  • Categories of filing systems (alphabetical, numerical, subject-based, geographic)
  • Pros and cons of various system types
  • The function of documentation within an organization
  • Legal and regulatory obligations

Establishing an Efficient Filing System

  • Evaluating organizational requirements
  • Selecting the most suitable filing system
  • Standardizing file naming conventions
  • Types of filing cabinets and storage solutions
  • Labeling and indexing methods

Overseeing Active Records

  • Identifying active records
  • Strategies for managing active records
  • Developing a file plan
  • Executing and sustaining the file plan

Digital Document Management

  • Overview of Electronic Document Management Systems (EDMS)
  • Advantages of digital filing
  • Best practices for document scanning
  • Handling scanned documents

Records Lifecycle Governance

  • Standards for document creation
  • Integrating records into the system
  • Defining retention schedules
  • Legal and regulatory compliance for record retention
  • Safe and secure disposal of records

Security and Confidentiality

  • Security protocols for physical and digital records
  • Access controls and user permissions
  • Navigating data privacy laws and regulations
  • Maintaining compliance in documentation practices

Archiving and Preservation

  • Techniques for archiving records
  • Long-term storage strategies
  • Conservation methods for physical records
  • Ensuring the longevity of electronic records

Adopting Best Practices

  • Standard operating procedures (SOPs)
  • Continuous improvement of documentation processes

Requirements

  • No prior requirements needed

Target Audience

  • Office managers
  • Administrative assistants
 7 Hours

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