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Course Outline

Overview of Filing and Documentation Management

  • Classification methods for filing systems, including alphabetical, numerical, subject-based, and geographic approaches
  • Evaluation of the benefits and limitations associated with various system configurations
  • The function of documentation within organizational structures
  • Adherence to applicable legal frameworks and regulatory mandates

Establishing an Efficient Filing System

  • Evaluating specific organizational requirements
  • Selecting the most suitable filing methodology
  • Standardizing protocols for file naming conventions
  • Selection of appropriate storage infrastructure, including filing cabinets and digital archives
  • Application of labeling and indexing procedures

Administration of Active Records

  • Identification criteria for active records
  • Operational strategies for managing active documentation
  • Development of a comprehensive file plan
  • Execution and ongoing maintenance of the file plan

Electronic Document Management

  • Overview of Electronic Document Management Systems (EDMS)
  • Advantages of transitioning to digital filing processes
  • Optimal procedures for document digitization and scanning
  • Administration of scanned digital assets

Lifecycle Management of Records

  • Standards for the creation of documentation
  • Procedures for entering records into the management system
  • Determination of retention schedules
  • Compliance with legal and regulatory requirements regarding record retention
  • Secure and lawful disposal or destruction of records

Security and Confidentiality

  • Security measures for both physical and electronic record holdings
  • Management of access controls and user authorization levels
  • Comprehension of data privacy statutes and regulations, including those relevant for government operations
  • Maintenance of compliance within documentation workflows

Archiving and Preservation

  • Techniques for the archival of records
  • Solutions for long-term storage
  • Conservation methods for physical documents
  • Strategies to ensure the accessibility and integrity of electronic records over time

Implementation of Best Practices

  • Development of Standard Operating Procedures (SOPs)
  • Ongoing enhancement of documentation processes

Summary and Future Directions

Requirements

  • No prior qualifications are necessary

Intended Audience

  • Office administrators
  • Clerical support staff
 7 Hours

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