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 Duration 7 hours

Course Outline

Fundamentals of Filing and Records Administration

  • Overview of filing system types (alphabetical, numerical, subject-based, geographic)
  • Evaluation of strengths and limitations of various systems
  • The strategic role of documentation within an organization
  • Essential legal and regulatory frameworks

Establishing a High-Performance Filing Structure

  • Analyzing specific organizational requirements
  • Selecting the most suitable filing methodology
  • Standardizing file naming protocols
  • Options for filing cabinets and storage infrastructure
  • Effective labeling and indexing strategies

Overseeing Active Records

  • Identifying and classifying active records
  • Tactical approaches to managing current files
  • Designing a comprehensive file plan
  • Execution and ongoing maintenance of the file plan

Digital Document Management

  • Introduction to Electronic Document Management Systems (EDMS)
  • Advantages of transitioning to digital filing
  • Optimal practices for document scanning
  • Organizing and managing digitized files

Lifecycle Management of Records

  • Establishing standards for document creation
  • Processes for capturing and indexing records
  • Defining retention policies and schedules
  • Ensuring adherence to legal retention requirements
  • Secure and compliant disposal methods

Data Security and Privacy

  • Protective protocols for both physical and digital assets
  • Implementing access controls and user permissions
  • Navigating data privacy laws and regulations
  • Maintaining compliance in documentation workflows

Long-Term Archiving and Preservation

  • Strategies for efficient record archiving
  • Solutions for long-term data storage
  • Conservation methods for physical documents
  • Safeguarding the integrity of electronic records over time

Applying Industry Best Practices

  • Developing Standard Operating Procedures (SOPs)
  • Driving continuous improvement in documentation processes

Requirements

  • No prior experience or prerequisites are necessary

Target Audience

  • Office managers
  • Administrative support staff

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