Course Objectives
Document Control and Records Management
Course Methodology
This course is highly interactive and utilizes methodology including group discussions, case studies, videos, participant presentations and problem solving scenarios.
Course Objectives
By the end of the course, participants will be able to:- Define the purpose behind document control and identify the goals for the document control processes and/or systems
- Define the purpose behind their records management program and identify deliverable goals for the organization
- Discover how to recognize both internal and external rules relating to document control and follow them in order to provide low risk and compliant processes
- Discover how to recognize risks and information management issues within the organization and understand how to bridge the gaps to provide low risk and compliant processes
- Develop different methods and processes using new and existing technology for managing document control data and information to help with change and understanding of the new ways of working
- Deliver document control and records management through education and learning among colleagues in order to achieve their organizations’ goals
Target Audience
This course is designed for professionals who are involved in any aspect of document control but have limited experience, as well as those involved in any aspect of records management and have ~2 or more years of experience. This includes document controllers, records managers, office managers, technicians, IT support professionals, in-house counsel, privacy officers, information security and protection managers, litigation and discovery staff, compliance officers, internal auditors, IT and enterprise content management professionals, and administrative assistants and supervisors.
The course is specifically designed to support activities across all types and sizes of organizations and sectors working locally and internationally.
Target Competencies
- Document control
- Information management
- Information asset identification
- Business case development
- Records management
Course Outline
- Document Control Introduction and Definition – Purpose and goals
- San Bruno case study
- Definition of document control
- Document control in different types of organizations
- The reasons you need to control documents
- The goals you have for your document control process
- Document Control Discovery – Risks and Rules
- The types of documents you control
- Documents coming from vendors and suppliers
- Rules, regulations, and risks
- Standards and specifications
- Document Control Development – Processes, Policies and Retention
- Processes and systems to control documents
- Managing conflict with enterprise business policies
- The length of time you need to keep documents, data and information
- Document Control Delivery – Educating for the Future
- Educating your co-workers and helping them understand document control
- Audit and compliance
- What the future holds
- Records Management Definition – Purpose and goals
- Definition of records management
- Where it fits within the information governance framework
- Enterprise goals for managing data and information
- Matching goals to purpose and business strategy
- Records Management Discovery – Risks and Rules
- What you have and why you have it
- How information is used in the organization
- Identifying the risks
- Records Management Development – Principles and Policies
- Managing digital data and information with paper records
- Creating the “dReaM” team to govern the records management processes
- Accessibility, availability, and retention of information
- Protection, security and sharing of information
- Records Management Delivery – People and Educating for the Future
- Accountability – working with the business units to deliver governance
- Compliance and audit
- Technology and what the future holds