Advanced Electronic Records and Document Management for Executive Administrative Assistants

Good management of records is fundamental to a well-functioning organization since it supports business activity and provides a basis for efficient service delivery. Keeping accurate  records and maintaining an up-to-date filing system are important responsibilities for most administrative assistants. Electronic Records Management involves the maintenance of the content, context, structure and links between records to enable their accessibility and support their business value.  This course aims at enhancing the knowledge and practical skills of executive assistants necessary to apply electronic management approaches to perform their records and document management duties efficiently and effectively. 

Target Participants 

This training is specially developed for personnel in office management, administration, supervision, coordination, and any other professional who seeks to gain skills in records and document management. 

Course Duration 

Inclass: 5 days

Online: 7 days

Course Objectives 

By the end of the course, participants will be able to: 

• Understand the concepts of Electronic Records Management (ERM) and how it supports organization’s business processes  

• Understand the lifecycle of records with focus on electronic records 

• Implement and manage ERM system 

• Implement electronic recordkeeping 

• Apply the best practices in electronic records management 

• Assess the records management needs of their organization 

• Develop disaster risk management plan for ERM 

• Develop organization electronic record management policy 

Course Outline 

Introduction to Records Management  

• Definition of Records Management terms and Concepts 

• Records Continuum Model 

Management of Various Types of Records in Organization 

• Financial records 

• Personnel Records 

• Legal Records 

Introduction to E-records 

• Definitions and Concepts 

• Various types of e-records 

• Key Hardware and Software necessary for effective e-records management 

• Challenges of managing e-records 

Key Components of an Electronic Records Management Program 

• E-records creation 

• Maintenance and use/access of e-records 

• Security and confidentiality of e-records 

• Retention and disposition of e-records 

EDMS vs EDRMS 

• Difference between EDMS, ERMS and EDRMS 

• Components of EDRMS 

• Selecting a suitable EDRMS  

• Implementing an EDRMS  

• EDRMS installation, configuration/customization, Data capture, training 

• Workflow management using an EDRMS 

Records Digitization 

• Why digitize 

• Components of an effective digitization program 

• Selecting suitable digitization software and hardware for various digitization processes 

• Metadata, File formats and Digital Imaging. 

• Methods of Records Digitization 

Email Management 

• Challenges of managing organizational email 

• Email management best practices 

• Email management tools for executive assistants 

Electronic Document Management for Executive Assistants 

• Document Management Processes 

  • Document Creation-Using  

  • Records Appraisal 

  • Records Retention and Disposition 

  • Use of the “Cloud” to backup/store documents 

  • Document Tracking 

• Developing a Filing System 

Document Control and Security 

• Document security 

• Multiple security levels 

• Encryption 

• Authentication and authoring systems 

• Backups and document restoration  

Digital Workplace 

• What is a digital Workplace? 

• Qualities of a ready digital workplace organization 

• Important tools for a digital workplace 

Training Approach 

This course is delivered by our seasoned trainers who have vast experience as expert professionals in the respective fields of practice. The course is taught through a mix of practical activities, presentations, group works and case studies. Training manuals and additional reference materials are provided to the participants. 

Certification 

Upon successful completion of this course, participants will be issued with a certificate. 

Tailor-Made Course 

We can also do this as a tailor-made course to meet organization-wide training needs. A training needs assessment will be done on the training participants to collect data on the existing skills, knowledge gaps, training expectations and tailor-made needs.