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Course Outline

Foundations of Filing and Documentation

  • Classifications of filing systems (alphabetical, numerical, thematic, geographic)
  • Pros and cons associated with various systems
  • The function of documentation within an organization
  • Statutory and regulatory obligations

Establishing a Robust Filing Framework

  • Evaluating specific organizational requirements
  • Selecting the most suitable filing approach
  • Standardizing file naming protocols
  • Varieties of filing cabinets and storage mechanisms
  • Methods for labeling and indexing

Oversight of Active Records

  • Recognition of active documentation
  • Strategies for handling ongoing records
  • Formulation of a file plan
  • Execution and upkeep of the file plan

Digital Document Administration

  • Overview of electronic document management systems (EDMS)
  • Advantages of digitized filing
  • Optimal practices for document scanning
  • Administration of scanned files

Lifecycle Governance of Records

  • Standards for document generation
  • Integrating records into the system
  • Defining retention periods
  • Regulatory compliance regarding record retention
  • Secure and compliant disposal of records

Protection of Security and Privacy

  • Security measures for physical and digital assets
  • Management of access rights and user permissions
  • Interpretation of data privacy legislation
  • Safeguarding compliance within documentation workflows

Long-term Archiving and Preservation

  • Techniques for record archiving
  • Solutions for extended storage
  • Preservation methods for physical materials
  • Maintaining the integrity of electronic records over time

Application of Best Practices

  • Standard operating procedures (SOPs)
  • Ongoing enhancement of documentation processes

Requirements

  • No prior requirements

Target Audience

  • Office managers
  • Administrative support staff
 7 Hours

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