Training on Electronics Document Management

Electronic Document Management the process of creating, managing, tracking and storing electronic information and records within an organization's workflow. It involves the digitalization of information, standardizing document workflow systems, and records management systems with the aim of eliminating hard copy papers which consumes the organizations space and time.

In modern businesses and organizations, a well-designed and properly implemented electronic document management system supports in eliminating manual processes to gaining quick access to relevant information and documents directly on electronic devices, maintaining the relationship between documents and physical spaces, controlling document user update versions while maintaining the quality and accuracy of the organizations documents.

The course is intended to equip participants with understanding and skills on organizing, distributing and integrating business/organizational documents in order to simplify the processes, allowing your team to have instant access to different types of documents within and outside the office.

Target Participants

This course is designed for professionals in office operations, information and records management, document control executives, auditors and compliance officers, librarians and any other professional who seeks to advance their skills in electronic document management.

What you will learn  

By the end of this training the participants will be able to gain skills on:

• 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

Course Outline 

Introduction to Electronic Document Management  

• Digitalized information management
• Concept and general principles of EDM
• Purpose and Importance of EDM
• Differences between RMS (Records management system) and EDM
• Challenges of EDMS systems
• Benefits and good practices in using EDM

Electronic Document Lifecycle

• Creation
• Distribution and use
• Disposition
• Archiving

Electronic Recordkeeping

• Electronic recordkeeping vs electronic record management
• Objectives of electronic recordkeeping
• Integration of ERK system with other IT systems
• Critical success factors for implementation of ERK system

Elements of Effective Records Management System

• Records inventory 
• Retention scheduling
• Records storage and conversion
• Vital Records disposition

Classification and Indexing of Records

• Designing a records classification System
• Types of classification schemes
• Attributes of a good filing system

Metadata in ERM

• Importance of metadata
• Uses and sources
• Methods for collecting and applying metadata

Evaluating organization’s need for ERM system

• ERM needs assessment
• Data collection from different users
• Data analysis and use in ERM planning

Planning for Electronic Record Management System

• Records Management integration to organization information management strategy
• Planning for cultural change associated with ERM
• Determining end users’ roles in ERM system
• Planning for resources in ERM implementation

Implementing ERM System

• Components of an ERM system
• Solution options for information and records management
• Designing an ERM system
• Steps to implement an effective ERM program
• Developing information governance strategy
• Integrating people, processes and technologies

ERM system implementation standards

• International documentation integration regulations and requirements
• Electronic record management policy
• EDMS case study reports by Doculabs and ISO on ERM, EDM, and ECM systems
• Control of documents and management

Disaster Risk Management in ERM

• Types of disasters, hazards and risks in ERM
• Disaster risk planning
• Development of policy, procedures for disaster risk management
• Records protection method

Monitoring and Auditing of Electronic Records Management System

• Quality management requirements
• Conducting regular reviews of records management policy, plan, system and guidelines
• Monitoring compliance to records management guidelines
• Change management in organization records management policy

Document Control and Security

• Document security
• Multiple security levels
• Encryption
• Authentication and authoring systems
• Backups and document restoration

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 presentations, practical activities, discussions, class exercises and case studies.

Training notes 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 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.