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Course Outline

Introduction to Filing and Records Administration

  • Varieties of filing systems (alphabetical, numerical, subject-based, geographic)
  • Merits and drawbacks of various system approaches
  • The function of documentation within organizational structures
  • Statutory and regulatory obligations

Establishing an Efficient Filing Framework

  • Evaluating specific organizational requirements
  • Selecting the most suitable filing system
  • Defining consistent file naming standards
  • Categories of filing cabinets and storage mechanisms
  • Strategies for labeling and indexing

Overseeing Active Records

  • Recognizing records with current activity
  • Tactics for managing ongoing records
  • Drafting a comprehensive file plan
  • Executing and sustaining the file plan

Digital Records Management

  • Overview of Electronic Document Management Systems (EDMS)
  • Advantages of digitizing filings
  • Optimal methods for document scanning
  • Handling of digitized records

Records Lifecycle Oversight

  • Standards for document creation
  • Incorporating records into the system
  • Establishing retention timelines
  • Regulatory and legal adherence for record retention
  • Safe and compliant disposal of records

Security and Confidentiality

  • Security measures for both physical and digital records
  • Regulation of access and user permissions
  • Insight into data privacy statutes and regulations
  • Maintaining compliance within documentation workflows

Archiving and Long-Term Preservation

  • Techniques for archiving records
  • Strategies for long-term storage
  • Conservation methods for physical documents
  • Ensuring the durability of digital records

Executing Optimal Practices

  • Standard operating procedures (SOPs)
  • Continuous refinement of documentation processes

Requirements

  • No prior requirements

Target Audience

  • Office managers
  • Administrative support staff
 7 Hours

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