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FILING AND RECORDS MANAGEMENT

Course Synopsis:

Every individual, company and organisation has records. Businesses, government offices and government agencies, NGOs, sporting bodies, medical facilities, educational institutions, professional bodies and a host of other types of organisations deal with enormous numbers of records on a daily basis. This means that executives, managers and support staff are inundated with information in various formats, including:

Paper
Electronic
Magnetic
Optical
Liquid
Solid

The challenge is for organisations to manage these records as efficiently as possible – from time of being created or received to being used, maintained, stored, archived and destroyed – if it is to be an asset to the organisation. And changing technologies, legislation and regulatory requirements all impact on an institution's own records and information needs. So, the records and information that your institution creates and uses can either represent an asset or a liability. Into which of these camps it falls is largely dependent on how it is managed. One administrative aspect of the records management management function is filing and we will look at this in some detail in this course.

This two-day entry level course will provide attendees with a thorough overview of records management, including the following aspects:

Terminology and Concepts
Functions and Responsibilities
Lifecycle of Information
Retention Periods
Recognised Standards
The Need for Records Management and the Benefits
Procedures and Guidelines
Good Records Management Tips
Stakeholders, Communication
Policies and Principles and Elements
Information Audit
Electronic Records
Functional Analysis
Retention Schedules
Risk and Disaster Recovery
Administration Filing Role

Target Market:

The Records and Filing Management workshop is a two-day introductory program that is suitable for all filing clerks, junior secretaries, office administrators, junior records managers and all other employees who need to set-up or maintain a basic records and filing management system.

Outcomes:

The course is aimed at ensuring attendees are able to deal with a range of records and that they:

Understand the concepts relating to records and filing management
Know how to set up a records management function
Do an information audit
Understand Information Lifecycle
Understand Risk and Recovery
Understand the most important procedures, guidelines and policy requirements
Are able to open new files and control file movement
Are able to close files and store / archive them
Understand indexing and the most effective filing systems
Understand the different types of equipment used
Understand and can implement a Records Out system
Are able to set up a user-friendly system

Benefits:

Sample forms, e.g. Archives Accession Form; Records Centre Disposal Form; Records Centre Request Form; Records Centre Location Register; etc.
Records Standards Examples
Records Case Studies
Thorough understanding of the importance and need for good Records Management
Thorough understanding of the basics of good Records Management
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