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Course Outline

Introduction to Filing and Documentation Management

  • Overview of filing system types (alphabetical, numerical, subject, geographic).
  • Evaluation of the advantages and limitations of various systems.
  • The strategic role of documentation within organizations.
  • Understanding legal and regulatory requirements.

Setting Up an Effective Filing System

  • Assessing specific organizational needs.
  • Selecting the most suitable filing system.
  • Standardizing file naming conventions.
  • Reviewing types of filing cabinets and storage solutions.
  • Applying effective labeling and indexing techniques.

Managing Active Records

  • Identifying which records are currently active.
  • Strategies for the efficient management of active records.
  • Developing a comprehensive file plan.
  • Implementing and maintaining the established file plan.

Electronic Document Management

  • Introduction to electronic document management systems (EDMS).
  • Exploring the benefits of digital filing.
  • Best practices for scanning documents.
  • Techniques for managing scanned documents.

Records Lifecycle Management

  • Standards for document creation.
  • Processes for capturing records into the system.
  • Establishing retention schedules.
  • Ensuring legal and regulatory compliance for record retention.
  • Safe and secure methods for record disposition.

Security and Confidentiality

  • Security protocols for both physical and electronic records.
  • Implementation of access controls and user permissions.
  • Understanding data privacy laws and regulations.
  • Maintaining compliance in documentation practices.

Archiving and Preservation

  • Various methods for archiving records.
  • Long-term storage solutions.
  • Conservation techniques for physical records.
  • Ensuring the longevity and integrity of electronic records.

Implementing Best Practices

  • Developing standard operating procedures (SOPs).
  • Driving continuous improvement in documentation processes.

Requirements

  • No prior experience or prerequisites are required.

Target Audience

  • Office managers
  • Administrative assistants
 7 Hours

Custom Corporate Training

Training solutions designed exclusively for businesses.

  • Customized Content: We adapt the syllabus and practical exercises to the real goals and needs of your project.
  • Flexible Schedule: Dates and times adapted to your team's agenda.
  • Format: Online (live), In-company (at your offices), or Hybrid.
Investment

Price per private group, online live training, starting from 1300 € + VAT*

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