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 Duration 7 hours

Course Outline

Overview of Filing and Records Administration

  • Categories of filing systems (alphabetical, numerical, subject-based, geographic)
  • Pros and cons associated with various systems
  • The function of documentation within organizations
  • Statutory and regulatory obligations

Establishing an Efficient Filing System

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

Handling Active Records

  • Recognizing active records
  • Tactics for overseeing active records
  • Formulating a file plan
  • Executing and upholding the file plan

Digital Document Management

  • Introduction to electronic document management systems (EDMS)
  • Advantages of digital filing
  • Optimal procedures for scanning documents
  • Oversight of scanned documents

Records Lifecycle Administration

  • Standards for document creation
  • Ingesting records into the system
  • Defining retention timelines
  • Compliance with legal and regulatory retention mandates
  • Secure and safe disposal of records

Security and Confidentiality

  • Security measures for physical and electronic records
  • Access restrictions and user privileges
  • Navigating data privacy statutes and rules
  • Guaranteeing adherence to documentation standards

Archiving and Long-Term Preservation

  • Techniques for archiving records
  • Sustainable long-term storage solutions
  • Preservation methods for physical records
  • Safeguarding the durability of electronic records

Adopting Best Practices

  • Standard operating procedures (SOPs)
  • Ongoing refinement of documentation workflows

Requirements

  • No prior experience or requirements

Target Audience

  • Office managers
  • Administrative assistants

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