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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
Testimonials (3)
I was able to see immediately where I was filling incorrect and will definitely improve my filling.
Tsholofelo Ntshana-Phasha - Problast bs (pty) ltd
Course - Filing Techniques and Documentation Management
Naming of folders to ensure consistency and structure
Esther Xalabile - Problast bs (pty) ltd
Course - Filing Techniques and Documentation Management
its practical and knowledgeable.