Introduction:

Information, no matter how it is initially produced or collected, is becoming an increasingly valuable asset for organizations today, while simultaneously the requirements to archive information are becoming more complex. Finding an efficient approach to archiving information across all material aspects of its lifecycle – from its creation to its defined destruction – is a challenge. At the same time, the need to establish such an efficient approach is essential, with benefits in cost-cutting and organizational performance being paramount. This training is design to show participants how to deal with papers in an electronic way to get rid of the papers hard copy which takes a lot of space and time

Targeted Groups:

• Records Managers
• Documents Controlling Professionals
• Information Security
• Enterprise Content Management Professionals
• Administration Staff

Course Objectives:

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

• Create a strategic plan for a records improvement process
• Align the records management program to the corporate goals and objectives
• Provide input into the Enterprise Content Management initiatives for their company
• Prepare their company for Information Governance, beyond IT Governance
• Assist their company in balancing the needs for Privacy versus Accessibility of records

Targeted Competencies:

• Records Management
• Document control
• Information management
• Data security
• Electronic archive

Course Content:

Unit 1: Introduction on EDMS:

• What is it and benefits
• Introduce Engineering EDMS key concepts and drivers
• The paper flood
• The paperless Office
• Document Management policies and procedures

Unit 2: EDMS Components and Document Capture, Distribution, and Browsing:

• Scanning of documents
• OCR and image processing
• Demonstration
• Indexing, archiving and retrieval
• Document capture
• Strategic Planning and Management For Records And Archive Services

Unit 3: Strategy and Understanding Key Elements:

• Document and records management strategy
• Information governance
• Understanding the terminology
• Managing Information assets
• ISO 15489
• ISO 5489 Part 1 and Part 2 overview
• Introduce document an records management

Unit 4: Paper Records Processing System:

• Explain the role of paper desk organization in records management.
• Outline the options in the paper and email route
• Assess the efficiency of their departments’ current information storage and filing system
• Describe classification, cross-references and index systems for paper-based storage.

Unit 5: Concepts and Set up Components:

• Classification schemes
• Searching and retrieving
• Controls and security
• Metadata and indexing
• Document and records lifecycle
• Capture, store and management
• Preserve and archive
• Presentation and delivery
• legislation, standards and regulation
• Other Sources Of Documents
• Word processors/spreadsheets
• Forms

Unit 6: Document Management:

• Document control
• Revisions/versions/histories
• Audit trails
• Reports
• Demonstration
• Forms Management
• Creating forms
• Filling and saving forms/data

Unit 7: Document Distribution:

• Workflow Management
• Applications
• Creations
• Tracking/closure
• Demonstration
• Electronic Mail
• Concepts
• Demonstration

Unit 8: Document Brewing:

• Navigation
• Application/independent viewers
• Annotation/sticky/notes/red/lining