Training on Electronics Document Management

About the Course

Electronic Document Management the process of creating, managing, tracking and storing electronic information and records within an organization's workflow. It involves the digitalization of information, standardizing document workflow systems, and records management systems with the aim of eliminating hard copy papers which consumes the organizations space and time.

In modern businesses and organizations, a well-designed and properly implemented electronic document management system supports in eliminating manual processes to gaining quick access to relevant information and documents directly on electronic devices, maintaining the relationship between documents and physical spaces, controlling document user update versions while maintaining the quality and accuracy of the organizations documents.

The course is intended to equip participants with understanding and skills on organizing, distributing and integrating business/organizations documents in order to simplify the processes, allowing your team to instant access to different types of documents withing and outside the office.

Target Participants

This course is designed for professionals in office operations, information and records management, document control executives, auditors and compliance officers, librarians and any other professional who seek to advance their skills in electronic document management.

Course duration

Online

7 Days

Classroom-based

5 Days

What you will learn

By the end of this training the participants will be able to gain skills on:

• Understand the concepts of Electronic Records Management (ERM) and how it supports organization’s business processes
• Understand the lifecycle of records with focus on electronic records
• Implement and manage ERM system
• Implement electronic recordkeeping
• Apply the best practices in electronic records management
• Assess the records management needs of their organization
• Develop disaster risk management plan for ERM

Course Outline

Introduction to Electronic Document Management

Digitalized information management

Concept and general principles of EDM

Purpose and Importance of EDM

Differences between RMS (Records management system) and EDM

Challenges of EDMS systems

Benefits and good practices in using EDM

Electronic Document Lifecycle

Creation

Distribution and use

Disposition

Archiving

Electronic Recordkeeping

Electronic recordkeeping vs electronic record management

Objectives of electronic recordkeeping

Integration of ERK system with other IT systems

Critical success factors for implementation of ERK system

Elements of Effective Records Management System

Records inventory

Retention scheduling

Records storage & conversion

Vital Records disposition

Classification and Indexing of Records

Designing a records classification System

Types of classification schemes

Attributes of a good filing system

Metadata in ERM

Importance of metadata

Uses and sources

Methods for collecting and applying metadata

Evaluating organization’s need for ERM system

ERM needs assessment

Data collection from different users

Data analysis and use in ERM planning

Planning for Electronic Record Management System

Records Management integration to organization information management strategy

Planning for cultural change associated with ERM

Determining end users’ roles in ERM system

Planning for resources in ERM implementation

Implementing ERM System

Components of an ERM system

Solution options for information and records management

Designing an ERM system

Steps to implement an effective ERM program

Developing information governance strategy

Integrating people, processes and technologies

ERM system implementation standards

International documentation integration regulations and requirements

Electronic record management policy

EDMS case study reports by Doculabs and ISO on ERM, EDM, and ECM systems

Control of documents and management

Disaster Risk Management in ERM

Types of disasters, hazards and risks in ERM

Disaster risk planning

Development of policy, procedures for disaster risk management

Records protection method

Monitoring and Auditing of Electronic Records Management System

Quality management requirements

Conducting regular reviews of records management policy, plan, system and guidelines

Monitoring compliance to records management guidelines

Change management in organization records management policy

Document Control and Security

Document security

Multiple security levels

Encryption

Authentication and authoring systems

Backups and document restoration

Training Approach

This course is delivered by our seasoned trainers who have vast experience as expert professionals in the respective fields of practice. The course is taught through a mix of presentations, practical activities, discussions, class exercises and case studies.

Training notes and additional reference materials are provided to the participants.

Certification

Upon successful completion of this course, participants will be issued with a certificate.

Tailor-Made Course

We can also do this as tailor-made course to meet organization-wide training needs. A training needs assessment will be done on the training participants to collect data on the existing skills, knowledge gaps, training expectations and tailor-made needs.

Host or Publisher Devimpact Institute