Documents and Records Management

Overview:

Introduction:

This training program offers comprehensive instruction on the efficient organization, maintenance, and retrieval of organizational documents and records. Through it, participants will gain the skills and strategies necessary to establish and maintain effective document management systems, ensuring compliance, security, and efficiency in handling organizational information.

Program Objectives:

By the end of this program, participants will be able to:

• Develop records management programs to enhance information value and reduce risks.

• Implement document control methods to secure and retain critical information.

• Apply regulations and standards for compliance in information management.

• Identify and mitigate risks associated with poor document handling.

• Create an information asset register to identify and manage critical organizational data effectively.

Targeted Audience:

• Records managers and document controllers.

• Administrative professionals seeking to improve document management skills.

• Employees responsible for document creation, storage, and retrieval.

Program Outline:

Unit 1:

Principles of Managing Information:

• Techniques for analyzing current organizational information management practices.

• Key definitions: Understanding information management terms.

• Document control vs. records management: Similarities and differences.

• Identifying organizational structure, staff, and information flows.

• Setting information goals for organizational success.

Unit 2:

Developing a Document Control and Records Management Program:

• Defining the purpose and scope of a document control program.

• Specifics of document control and records management.

• Reviewing and identifying critical documents and records.

• Managing electronic and physical document formats.

• Strategies for effective record storage and retrieval.

Unit 3:

Characteristics of a Document Control and Records Management Program:

• Developing file plans and addressing challenges.

• Record classification, retention, and disposition.

• Complying with laws, regulations, and business standards.

• Creating a retention schedule for records management.

• Ensuring privacy, transparency, integrity, and security in records handling.

Unit 4:

Roles and Responsibilities in Information Management:

• Understanding the psychology of filing systems.

• Establishing accountability for information management roles.

• Enhancing communication and collaboration in document handling.

• Developing information management education packages.

• Securing sponsorship and guidance from senior management.

Unit 5:

Strategic Planning and Implementation:

• Crafting an information management strategy and asset register.

• Writing policies and guidelines for document and records management.

• Designing process plans for efficient document control.

• Implementing change management and disaster recovery strategies.

• Creating actionable plans for sustainable information management practices.