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Documents Management

Diploma in Electronic Document Management Systems (EDMS)




Introduction:

Managing an ever-increasing volume of paper and electronic (digital) documents, records, knowledge, and content can be very difficult. How do you best capture, manage, and store the documents and records in your organization? How can records management ISO 15489 and information security ISO 27001 help? Does your approach meet compliance requirements, security, regulations, and standards? What is the best way to manage emails, web pages, and electronic documents and paper records? How do you find the right documents and records when you need them? How does workflow and business process management work with documents and records management to help increase efficiency within your company? ISO 15489 is the international standard for records management. It is about attaining a records management benchmark of best practice, setting up methodology, processes, and the resulting data storage and using an electronic records management system.
This course covers the strategies, tools, and technologies used to capture, categorize, manage, store, preserve (archive), and deliver documents and records in support of business processes. This course also covers the core components of ISO 15489 so that organizations become compliant with best practices

Targeted Groups:

  • Professionals and leaders who wish to learn more about document management strategies for improving organizational efficiency
  • Personnel moving into leadership roles to embrace better controls for managing paper and electronic documents
  • Information Security Professionals
  • Document Controllers and Administrators
  • Document and Records Management Personnel
  • Document Management Supervisors
  • Suppliers, Solution Providers and Vendors
  • Executives
  • Users of Document and Records Management
  • Personnel seeking to enhance their skills
  • Technical Staff

Course Objectives:

At the end of this course the participants will be able to:

  • Understand document and records management lifecycle
  • Understand ISO 15489 records management standard
  • Review how to implement a records management system based on ISO 15489
  • Help in creating a business case and requirements for the selection and procurement of document and records management
  • Create a document and records management plan of action to implement in their organization and learn from best practice implementations and case studies
  • Concepts for managing information and content, such workflow, business process and collaboration
  • Review industry-leading solutions and vendors in this marketplace
  • Use metadata, business classification scheme, taxonomy and setting retention plans
  • Learn about legislation, standards and regulation
  • Set up search and retrieval
  • Set up access controls and security
  • Develop storage models, audit trail, and storage technologies.
  • Understand advanced records management policies, procedures, standards including information security standards
  • Develop business case and requirements for the selection and procurement of document and records management
  • Create a records management and information security plan of action to implement in their organization and learn from best practice implementations and case studies
  • Learn advanced concepts for managing information and records, such workflow, file plan, archiving, auditing, compliance and version control
  • Learn how to implement legislation, standards and regulation
  • Create advanced policies and procedures

Targeted Competencies:

  • Developing key skills in implementing Electronic Document Management Systems that are focused on Engineering, Project and Operational Business Processes
  • Policies and procedures relating to document control, administration, filing, documentation and document management and improvement within Engineering, Operational and Services business areas
  • IT systems for document control and management specifically for Engineering Departments
  • Creating scanning and archiving procedures, review legal issues, information compliance regulations and management approval and digital signatures
  • Focus on the need to create good document policy, procedures, and standards

Course Content:

Unit 1: Introduction to Engineering EDMS:

  • Introduce Engineering EDMS key concepts and drivers
  • Document Management policies and procedures
  • Indexing, taxonomy and classification
  • Version control, audit and managing Metadata
  • Implementing solutions for compliance, ISO standards and regulations

Unit 2: Strategy and Understanding Key Elements:

  • Introduce Advanced Records Management, ISO15489
  • Review Information Security ISO27001
  • Creating a Records Management Audit Register
  • Create File Plans, Metadata Plan, Retention Schedule
  • Understanding Security and Compliance

Unit 3: Concepts and Set up Components:

  • Document Control
  • Metadata and Indexing
  • Classification Schemes
  • Compliance, Controls, and Security
  • Legislation, Standards and Regulation

Unit 4: IT Process and Delivery:

  • Review IT Records Management Systems
  • Review ECM Systems
  • Scanning and Legal Issues
  • Archiving and Retention Requirements
  • Digital Signatures

Unit 5: Implementation Planning:

  • Implementation Planning
  • Setting up Controls for ISO15489 and ISO27001
  • Creating Policies and Procedures
  • Creating a Records Management Action Plan

Unit 6: Roles and Responsibilities:

  • Developing key roles for managing EDMS
  • Improving business process re-engineering and business processes
  • What needs to include and workflow?
  • Who needs to be involved and approval processes?
  • Management support, review and security approvals

Unit 7: Designing Document Management Procedures and Systems:

  • Design overview
  • Creating documentation control procedures based on ISO standards
  • Creating classifications, taxonomies, retention requirements and filing systems
  • Setting up security controls and reviewing information security ISO 27001
  • Document management approval process

Unit 8: IT, Standards, and Implementation:

  • Review of IT Document Management Systems
  • Procuring an EDMS
  • Developing requirements for EDMS
  • Implementation Best Practices
  • Latest trends in EDMS including Cloud Computing and Software as a Service (SaaS)