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 Duration 7 hours

Course Outline

Introduction to Filing and Documentation Management

  • Exploration of various filing system types, including alphabetical, numerical, subject-based, and geographic classifications
  • An analysis of the strengths and limitations associated with each system
  • The critical function of documentation within organizational structures
  • Key legal and regulatory frameworks governing documentation

Establishing an Effective Filing System

  • Evaluating specific organizational requirements
  • Selecting the most suitable filing methodology
  • Implementing consistent file naming standards
  • Reviewing available filing cabinet options and storage solutions
  • Techniques for effective labeling and indexing

Overseeing Active Records

  • Identifying which records remain active
  • Strategies for efficient active record administration
  • Designing a comprehensive file plan
  • Executing and sustaining the established file plan

Electronic Document Management

  • Foundations of Electronic Document Management Systems (EDMS)
  • The operational advantages of digital filing
  • Best practices for the scanning process
  • Managing and organizing scanned documents

Records Lifecycle Management

  • Standards for document creation
  • Procedures for capturing records into the system
  • Defining retention schedules
  • Ensuring adherence to legal and regulatory retention rules
  • Safe and secure methods for record disposition

Security and Confidentiality

  • Security protocols for both physical and electronic records
  • Implementing access controls and user permissions
  • Navigating data privacy laws and regulations
  • Maintaining compliance in all documentation practices

Archiving and Preservation

  • Various methods for archiving records
  • Solutions for long-term storage
  • Conservation techniques applied to physical records
  • Safeguarding the longevity of electronic records

Adopting Best Practices

  • Development of Standard Operating Procedures (SOPs)
  • Strategies for continuous improvement in documentation workflows

Requirements

  • No prior experience is necessary.

Intended Audience

  • Office Managers
  • Administrative Assistants

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