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Course Outline

Overview of Filing and Records Management

  • Varieties of filing structures (alphabetical, numerical, subject-based, geographic)
  • Pros and cons of various systems
  • The function of documentation within corporate entities
  • Statutory and regulatory obligations

Establishing an Efficient Filing Structure

  • Evaluating the specific requirements of the organization
  • Selecting the most suitable filing methodology
  • Standardizing naming protocols for files
  • Options for filing cabinets and storage facilities
  • Methods for labeling and indexing

Oversight of Active Records

  • Recognizing currently active records
  • Tactics for the administration of active records
  • Formulating a records plan
  • Executing and upholding the records plan

Digital Document Administration

  • Introduction to Electronic Document Management Systems (EDMS)
  • Advantages of digital filing methods
  • Optimal procedures for scanning documentation
  • Administration of digitized files

Records Lifecycle Administration

  • Standards for document generation
  • Integrating records into the management system
  • Defining retention timelines
  • Compliance with legal and regulatory retention requirements
  • Secure and safe disposal of records

Confidentiality and Security

  • Security measures for physical and digital records
  • User permissions and access restrictions
  • Insights into data protection legislation and rules
  • Safeguarding compliance in documentation practices

Archival and Conservation Strategies

  • Approaches for archiving records
  • Long-term storage alternatives
  • Preservation methods for physical documents
  • Maintaining the durability of digital records

Application of Industry Best Practices

  • Standard Operating Procedures (SOPs)
  • Ongoing refinement of documentation workflows

Requirements

  • No prior requirements needed

Target Audience

  • Office managers
  • Administrative support staff
 7 Hours

Testimonials (3)

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