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 Duration 7 hours

Course Outline

Foundations of Filing and Records Administration

  • Variations of filing systems (alphabetical, numeric, subject-based, geographic)
  • Pros and cons associated with distinct system types
  • The significance of documentation within corporate structures
  • Statutory and regulatory obligations

Establishing a Robust Filing Framework

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

Oversight of Active Records

  • Recognizing files classified as active records
  • Tactical approaches for handling active documentation
  • Formulating a structured file plan
  • Execution and continuous maintenance of the file plan

Digital Document Governance

  • Overview of Electronic Document Management Systems (EDMS)
  • Advantages of transitioning to digital filing
  • Optimal workflows for scanning physical documents
  • Administration of scanned digital files

Records Lifecycle Governance

  • Guidelines for document creation
  • Process for ingesting records into the system
  • Defining retention timelines
  • Adhering to legal and regulatory standards for record retention
  • Secure and compliant disposal of obsolete records

Data Security and Privacy

  • Security measures for both physical and electronic assets
  • Management of access rights and user permissions
  • Navigating data privacy statutes and regulations
  • Maintaining regulatory compliance in documentation workflows

Archiving and Long-term Preservation

  • Approaches for archiving records effectively
  • Solutions for long-term data storage
  • Conservation methods for physical media
  • Safeguarding the durability of electronic records

Adopting Industry Best Practices

  • Standard Operating Procedures (SOPs)
  • Pursuing continuous improvement in documentation workflows

Requirements

  • No prior requirements necessary

Target Audience

  • Office managers
  • Administrative support staff

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