Documentation Management

Document management, often referred to as document management systems (DMS), is the use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner.

DIPLOMA IN RECORDS & INFORMATION MANAGEMENT

COURSE OVERVIEW

The effective management of records and information is a key component of national development and good governance. Information underpins much of government business. Organised and well-managed records mean that government has ready access to authoritative sources of administrative, financial and legal information to support sound decision –making and the delivery of programmes and services. In addition it has the means of holding itself accountable for what it does and upholding the rights of its citizens.

This program will address the range of issues encountered in the management of records and information, from paper – based records management system, through the automation of records management processes, to the management of electronic records.

Every organizational activity from the management of finance and personnel to the delivery of services depends upon reliable information. Increasingly government and business are recognizing that information is a vital resource that needs to be carefully managed in order to achieve objectives.

Designed on the basis of global best practice and extensive field experience this course aims to give you an increased awareness of the importance range and scope of records and information management and to develop skills in analysing designing and maintaining efficient records management systems.

The course provides detailed exploration of the issues involved in developing a records and information management improvement program

PROGRAM KEY FEATURES:

  • The course aims to give you an increased awareness of the challenges involved in managing electronic records as well as looking at strategic approaches to designing and implementing a program to automate records management.
  • These courses can be taken individually as each cover a discrete subject area in its own rights.
  • However each complement the other and taken together will give course participants comprehensive coverage of the entire range of records and information management issues.

WHO SHOULD ATTEND

  • The course aims to give you an increased awareness of the challenges involved in managing electronic records as well as looking at strategic approaches to designing and implementing a  programme to automate records management.
  • These courses can be taken individually as each cover a discrete subject area in its own rights. However each complement the other and taken together will  give course participants comprehensive coverage of the entire range of records and information management issues.
ELECTRONIC ARCHIVING & RECORDS MANAGEMENT

COURSE OVERVIEW

Because digital information is being produced so much more rapidly than other forms, archives of the future will inevitably be libraries and archives of digital content.  Just to keep pace with flood of new digital information, electronic archiving of the future will require means to collect, describe, make available, store and preserve digital information in the digital domain.  Primarily due to their dependence on a rapidly changing technological infrastructure, digital resources are significantly less permanent than their paper-based equivalents.  Their enduring accessibility into the future is far from assured.  The challenge is too large and complex for any institution or country to solve on it’s own.

Capturing, filing and retrieving documents is fast and efficient, even for employees with little technical expertise.  Authorized users can call up any document in seconds from an intuitive Web browser interface, using virtually any search criteria.  This not only eliminates the time and expense of manual document retrieval, it significantly reduces the risk of misfiled documents and other errors that cause delays and compromise customer satisfaction. And it gives you an affordable way to migrate to electronic document exchange, which reduces reliance on other convectional data storage mechanisms.

PROGRAM KEY FEATURES:

  • Raised awareness about the presentation of digital information
  • Clarification of the issues that cause digital resources to be inherently impermanent
  • A roadmap to the emerging solutions in electronic archiving.
  • Discussing of practical recommendations to avoid the ‘technological quicksand’
  • Information and tools to keep in touch on this issue.

WHO SHOULD ATTEND

  • Records and Archival Officers ; Administrative Officers ; Data Records Officers ; Registry Officers; Database Managers; Executive Secretaries
MANAGING ELECTRONIC RECORDS FOR GOVERNMENT BODIES

COURSE OVERVIEW

Governmental bodies should recognize their responsibility to the public by implementing and maintaining sound records management practices.  To ensure that records management receives attention it deserves, it should be a strategic objective in the governmental body’s strategic and business plan.  Heads of governmental bodies should also ensure that they budget for the records management function.

 

Not many governmental bodies have the capacity to implement fully automated Integrated Document and Records Management Systems.  This does not however mean that they should not manage their electronic records.  If these records are created to aid in decision-making and to perform transactions that support the governmental bodies, are responsible for the proper management of those records.  If records generated in such an environment are not managed properly it can lead to the possible illegal destruction of records.  To enhance their accountability, bodies should ensure that, even without the benefit of an Integrated Document and Records Management System, they exercise effective records management preservation strategies.

PROGRAM KEY FEATURES:

  • Manage electronic records in permanent forms & easy retrieval system
  • Manage a functional subject file plan according to which records are filed
  • Manage e-mail as records
  • Manage web-sites as records
  • Maintain the relationships between records and files, and between file series and the file plan
  • Identify records that are due for disposal and managing the disposal process
  • Associate the contextual and structural data within a document
  • Construct and manage audit trails
  • Manage record version control
  • Manage the integrity and reliability of records once they have been declared as such
  • Manage records in all formats in an integrated manner

WHO SHOULD ATTEND

  • Records and Archival Officers ; Administrative Officers ; Data Records Officers ; Registry Officers; Database Managers; Executive Secretaries
DOCUMENT CONTROL SYSTEMS

COURSE OVERVIEW

Document control helps you ensure compliance with industry regulations and reinforce quality management within

your organization. This hands-on course gives you a test environment to build your own document control

procedures, including: process mapping, referencing and amendments. You will also learn how to maintain a

document infrastructure and distribute control documents so that they are current and accessible to all stations.

PROGRAM KEY FEATURES:

  • Build a document control system that satisfies your quality management requirements
  • Follow a document throughout its life cycle, from creation to retirement
  • Establish guidelines for consistent document appearance, notation and circulation
  • Create standards to maintain the integrity of your document control system and make your documentation available to all stakeholders

WHO SHOULD ATTEND

  • Records and Archival Officers ; Administrative Officers ; Data Records Officers ; Registry Officers; Database Managers; Executive Secretaries
ADVANCED ELECTRONIC DOCUMENT & RECORDS MANAGEMENT (EDRM)

COURSE OVERVIEW

Many organizations  have embarked on implementing EDRM systems, with varying degrees of success. The Advanced Electronic Document & Records Management (EDRM) course is a

must for anyone who has a basic understanding of document and records management and who needs to gain a deeper understanding of some of the techniques and steps involved in designing, implementing and running a document and records management solution, to meet defined business objectives

This course will provide an in-depth analysis of the key issues and challenges facing these responsible for record and information management in the current business environment

Real world case studies will be used to illustrate key points for delivering a successful EDRM project which can generate significant business benefits and cost savings

In addition , there will be plenty opportunity during this course for interaction and discussion, in order to assist delegates in determining the potential pitfalls when implementing EDRM systems, and how to avoid them, through a detailed understanding of all the implications.  

Government standards to also be discussed in the course include :

  • GDPR – General Data Protection Regulation
  • BS 10008 - Standard for legal admissibility
  • ISO 15489 – Records management standard
  • ISO 9001 – Quality management standard
  • MoReq2 – European standard for electronic records management
  • DoD – Standard for electronic records management
  • ISO 27001 – Information security standard

PROGRAM KEY FEATURES:

On This Course, You Will:

  • Discover how to apply a corporate-wide EDRM solution to address your specific business issues
  • Understand the legal environment and responsibility that surround record management
  • Make informed decisions relating to electronic records and advise your organisation accordingly
  • Use the “Designing and Implementing Recordkeeping Systems” (DIRKS) methodology in accordance with ISO 15489 (records management standard)
  • Determine how to identify measurable benefits of EDRM and map theses to actual project deliverables that are necessary to deliver a successful project
  • Learn how the various technology components of an EDRM system interact to provide an overall business solutions
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WHO SHOULD ATTEND

  • Records and Archival Officers
  • Administrative Officers
  • Data Records Officers
  • Registry Officers
  • Database Managers
  • Executive Secretaries