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Records Management and Filing Systems
YOUR PATHWAY TO SUCCESS
Effective records management is essential for organizations to store, retrieve, and maintain critical business documents. Administrative professionals must be skilled in organizing physical and electronic records, ensuring proper filing methods
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Course Duration
5 Days
Course Details
Effective records management is essential for organizations to store, retrieve, and maintain critical business documents. Administrative professionals must be skilled in organizing physical and electronic records, ensuring proper filing methods, and complying with legal and regulatory requirements. Poor records management can lead to lost information, inefficiencies, and potential legal risks.
This 5-day course provides a structured approach to managing records in an office setting. Participants will learn about different filing systems, indexing methods, and best practices for both paper-based and digital records management. Through hands-on exercises and case studies, learners will gain practical experience in setting up and maintaining organized record-keeping systems that improve efficiency and compliance.
By the end of this course, participants will be able to:
- Understand the Principles of Records Management– Learn the importance of systematic record-keeping in business operations.
- Differentiate Between Physical and Digital Filing Systems– Explore the advantages and best practices of both.
- Develop an Effective Filing System– Learn how to classify, index, and store records for easy retrieval.
- Implement Best Practices for Electronic Document Management– Discover cloud storage options, folder structures, and metadata usage.
- Ensure Compliance with Record-Retention Policies– Understand legal obligations and company policies regarding document archiving and disposal.
- Improve Record Retrieval and Accessibility– Learn indexing and search techniques for quick information retrieval.
- Enhance Security and Confidentiality in Records Management– Apply measures to protect sensitive information from unauthorized access.
- Administrative professionals responsible for managing records and files.
- Office managers and assistants handling document storage.
- HR professionals managing personnel records.
- Employees who need to organize and retrieve records efficiently.
Course Outline
5 days Course
Introduction to Records Management
- Case Study:The impact of poor record-keeping on organizational efficiency.
- The role and importance of records management in business operations.
- Key types of records: Financial, legal, administrative, and personnel files.
- Overview of filing systems: Alphabetical, numerical, chronological, and subject-based.
- Characteristics of a good filing system: Accuracy, accessibility, and security.
- Hands-on Activity:Categorizing and organizing documents into different filing systems.
Setting Up Physical and Digital Filing Systems
- Case Study:Transitioning from paper-based to digital records management.
- Physical filing systems: Cabinets, folders, and labeling techniques.
- Digital document management: Organizing electronic files, folder naming conventions.
- Metadata and indexing for easy retrieval of digital documents.
- Cloud storage solutions: Google Drive, OneDrive, and SharePoint.
- Hands-on Activity:Creating an organized filing structure for a sample office.
Document Retrieval and Indexing Techniques
- Case Study:How effective indexing reduces time spent searching for documents.
- How to create an efficient indexing system for paper and digital files.
- Using keywords, tags, and metadata for better organization.
- Optical Character Recognition (OCR) and search functionalities in digital management systems.
- Implementing version control for documents.
- Hands-on Activity:Indexing and retrieving records based on a simulated workplace scenario.
Record-Keeping, Filing Systems & Office Technology
- Case Study:“Lost Files, Lost Business” – Examining the impact of poor document management.
- Understanding the principles of record-keeping and compliance with data protection laws.
- Implementing effective filing systems (physical and digital).
- Introduction to office productivity tools: Microsoft Office Suite and Google Workspace.
- Hands-on Activity: Organizing a sample office filing system and retrieving documents based on a given case scenario.
Archiving and Disposal of Records
- Case Study:The importance of proper document disposal to prevent data breaches.
- Best practices for archiving inactive records.
- Secure disposal methods: Shredding, digital deletion, and document destruction policies.
- Setting up a records management policy for an organization.
- Evaluating and improving filing systems for long-term efficiency.
- Hands-on Activity:Developing an archiving and disposal plan for office records.
