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Best Practices in Documents/Records Management and Archival Administration

By: Tom Associates Training  

Lagos State, Nigeria

02 - 06 Nov, 2015  5 days

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Should sensitive records of your organization be stored on paper, in an electronic format, on a microform? How should you conduct the organizations records inventory? What are the steps in the development of an organization-wide records retention schedule?  How are records archived?  This course will assist you in making those decisions based upon certain characteristics of your organization’s records. 

Objectives

Delegates attending this course should be able to do the following upon its completion:

  • Create document and records management plan using principles of Original Order and Provenance.
  • Develop storage models, audit trail and storage technologies.
  • Set up search and retrieval, access controls, protection and recovery of vital records.
  • Become conversant with the relevant legislations and regulations as well as ISO 15489 records management standard.
  • Understand the rules established by the Association of Records Managers and Administrators (ARMA)

Course Contents

DAY ONE

Components and Document Capture, Distribution and Browsing

  • EDMS - what is it and benefits
  • The paper flood
  • The paperless Office
  • EDMS Scanning of documents
  • OCR and image processing
  • Demonstration
  • Indexing, archiving and retrieval
  • Document capture
  • Understanding Key Elements
  • Document and records management strategy
  • Information governance
  • Understanding the terminology
  • Managing Information assets
  • ISO 15489
  • ISO 5489 Part 1 and Part 2 overview
  • Introduce document an records management
  • Paper Records Processing System
  • Explain the role of paper desk organization in records management.
  • Outline the options in the paper  and email route
  • Assess the efficiency of their departments’ current information storage and filing system
  • Describe classification, cross references and index systems for paper based storage.
  • Other Sources of Documents
  • Word processors/spreadsheets
  • Forms

DAY TWO

Concepts and Set up Components

  • Classification schemes
  • Searching and retrieving
  • Controls and security
  • Metadata and indexing
  • Document and records lifecycle
  • Capture, store and management
  • Preserve and archive
  • Presentation and delivery
  • Legislation, standards and regulation
  • Document Management
  • Document control
  • Revisions/versions/histories
  • Audit trails
  • Reports
  • Demonstration
  • Forms Management
  • Creating forms
  • Filling and saving forms/data

DAY THREE

Document Distribution: Work Flow Management

  • Applications
  • Creations
  • Tracking/closure
  • Demonstration
  • Document Distribution:  Electronic Mail
  • Concepts
  • Demonstration
  • Document Browsing
  • Navigation
  • Application/independent viewers
  • Annotation/sticky/notes/red/lining
  • Demonstration
  • ISO 9000 and other regulatory requirement

DAY FOUR

System Architectures and Platforms

  • LAN’s and WANs
  • Client server architectures
  • Technology Option
  • Authoring system
  • Card/folio based system

DAY FIVE

Emerging Standards in EDMS: Types of documentation system

  • Online help system
  • Online coaches and tutorials
  • Online documentation
  • Glossaries
  • Some Representative EDMS Products
  • Implementing EDMS
  • Off  the self vs. customs systems
  • Allocating resources
  • EDMS management
  • Updating system
  • Future topics
  • Documents on demand
  • Multimedia documents
5/7 Alade Lawal Street, Opposite Divisional Police Station, Off Ikorodu Road, Anthony, Lagos. Registration: 8.30 - 9.00 a.m. Class Session: 9.00 - 4.00 p.m. Nov 02 - 06 Nov, 2015
NGN155,000.00
(Convert Currency)

08033019120

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