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 Duration 7 hours

Course Outline

Foundations of Filing and Records Control

  • Classifications of filing systems (alphabetical, numerical, thematic, geographic)
  • Pros and cons associated with various methodologies
  • The function of documentation within an organizational context
  • Statutory and regulatory obligations

Establishing a Robust Filing Structure

  • Evaluating specific organizational requirements
  • Selecting the most suitable filing framework
  • Standardizing naming protocols for files
  • Options for filing cabinets and storage mechanisms
  • Methods for labeling and indexing

Handling Current Records

  • Recognizing active documentation
  • Tactical approaches for managing ongoing records
  • Formulating a file plan
  • Executing and upholding the file plan

Digital Document Administration

  • Overview of Electronic Document Management Systems (EDMS)
  • Advantages of digitizing filing processes
  • Optimal practices for document scanning
  • Oversight of digitized files

Records Lifecycle Oversight

  • Standards for document generation
  • Incorporating records into the management system
  • Defining retention timelines
  • Adhering to legal and regulatory retention mandates
  • Safe and compliant disposal of records

Confidentiality and Data Protection

  • Security measures for tangible and digital records
  • Managing access rights and user privileges
  • Navigating data privacy legislation and rules
  • Maintaining compliance in documentation workflows

Long-term Archiving and Preservation

  • Techniques for archiving records
  • Sustainable storage options
  • Preservation methods for physical materials
  • Safeguarding the durability of digital records

Adopting Industry Best Practices

  • Standard Operating Procedures (SOPs)
  • Pursuing continuous enhancement in documentation processes

Requirements

  • No prior experience or requirements needed

Target Audience

  • Office Managers
  • Administrative Support Staff

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