Document Control and Data Records Management

Administration, Secretarial and Customer Service

Course Overview

The world is packed with information; and most organizations struggle to recognize what information they have, why they need it, how long they need it for, and if it has any value.  Furthermore, changes in law, such as the recent changes in the UAE employment law, often call for tighter controls on contract documentation, and lead to a need for enhanced management of human resource and contract records. In addition, electronic information is under threat from cyber-attack and personal information is at risk of exposure. As such, the development and implementation of a records management program that includes document control methods to identify, secure and protect critical information, is necessary for every organization.

This course conveys practical methods for identifying and developing the systems of records management and document control that an organization needs. By the end, each participant will have a plan of action as well as the necessary skills to assist with the development and implementation of an appropriate program for managing their organization’s documents, records and information.

Course Objectives

  • Records Management
  • Create complete and accurate records that provide evidence of the organization’s functions, activities, decisions, transactions, procedures, etc.
  • Document control
  • Information management
  • Identify the records that are not required to be stored in the primary office space (paper) or systems/shared drives (electronic)
  • Information asset identification
  • Business case development
  • Identify records due for disposal/destruction, list them, gather necessary approvals for the destruction and proceed with an environmentally friendly destruction process

Course Outline

The principles of managing information

  • The organization: How your information is managed today
  • Definitions: Understanding what the information terms mean
  • Document control and records management: Similarities and differences
  • Your organization
    • Identifying its type
    • Identifying its staff
    • Identifying its information
  • Defining information goals for the organization
    •  How to achieve information goals

Document control and records management program development process 

  • Business case
    • Defining the purpose
    • What to include
    • Objectives of the case
      • Document Control specifics
      • Records Management specifics
  • Records review
    • Identification of documents and records
    • Critical information, documents and records
    • Electronic and physical formats
    • Storing records

Characteristics of a document control and records management program

  • File plans
    • Challenges and problems
    • Classification of records
  • Retention and disposition
    • Laws, regulations, standards and business requirements
    • Developing a retention schedule
  • Privacy and protection
    • Transparency
    • Integrity
    • Security
  • Business, historical and preservation archives

People, responsibilities and information awareness

  • Psychology of filing
  • Accountability
  • Communication and collaboration
  • Creating the information management message
  • Knowledge transfer
    •  Developing the education package
  • Sponsorship and guidance from senior management

Planning and action

  • Information management strategy
    • Development of a plan to deliver document and records management
    • Policy and guidance writing
    • Information asset register
    • Document control and records management process plans
    • Change management
  • Risk and recovery: Disaster prevention and continuity planning
  • Education program
  • Creating an action plan
MagnaSkills
Study Online

From $ 250.00

1 Week Face to Face Classes

From $ 2500.00

1 Week Face to Face Classes

From $ 3200.00

Course Features
  • 9346 Views
  • 8 Weeks Online
  • 1-2 Weeks Classes
  • Certified

Join our Training Program!

We'll help you to grow your career and growth.
Join for Free