Training on Electronic Document Management
Electronic Document Management is the process of creating, managing, tracking and storing electronic information and records within an organization’s workflow. It involves the digitalization of information, standardizing document workflow systems, and records management systems with the aim of eliminating hard copy papers which consumes the organizations space and time.
In modern businesses and organizations, a well-designed and properly implemented electronic document management system supports in eliminating manual processes to gaining quick access to relevant information and documents directly on electronic devices, maintaining the relationship between documents and physical spaces, controlling document user update versions while maintaining the quality and accuracy of the organizations documents.
The electronic document management training is intended to equip participants with understanding and skills on organizing, distributing and integrating business/organizations documents in order to simplify the processes, allowing your team to instant access to different types of documents within and outside the office.
Target Participants
Electronic document management training is designed for professionals in office operations, information and records management, document control executives, auditors and compliance officers, librarians and any other professional who seek to advance their skills in electronic document management.
Course duration
Online 7 Days
Classroom-based 5 Days
What you will learn
By the end of this training the participants will be able to gain skills on:
- Understand the concepts of Electronic Records Management (ERM) and how it supports organization’s business processes
- Understand the lifecycle of records with focus on electronic records
- Implement and manage ERM system
- Implement electronic recordkeeping
- Apply the best practices in electronic records management
- Assess the records management needs of their organization
- Develop disaster risk management plan for ERM
Introduction to Electronic Document Management
- Digitalized information management
- Concept and general principles of EDM
- Purpose and Importance of EDM
- Differences between RMS (Records management system) and EDM
- Challenges of EDMS systems
- Benefits and good practices in using EDM
Electronic Document Lifecycle
- Creation
- Distribution and use
- Disposition
- Archiving
Electronic Recordkeeping
- Electronic recordkeeping vs electronic record management
- Objectives of electronic recordkeeping
- Integration of ERK system with other IT systems
- Critical success factors for implementation of ERK system
Elements of Effective Records Management System
- Records inventory
- Retention scheduling
- Records storage & conversion
- Vital Records disposition
Classification and Indexing of Records
- Designing a records classification System
- Types of classification schemes
- Attributes of a good filing system
Metadata in ERM
- Importance of metadata
- Uses and sources
- Methods for collecting and applying metadata
Evaluating organization’s need for ERM system
- ERM needs assessment
- Data collection from different users
- Data analysis and use in ERM planning
Planning for Electronic Record Management System
- Records Management integration to organization information management strategy
- Planning for cultural change associated with ERM
- Determining end users’ roles in ERM system
- Planning for resources in ERM implementation
Implementing ERM System
- Components of an ERM system
- Solution options for information and records management
- Designing an ERM system
- Steps to implement an effective ERM program
- Developing information governance strategy
- Integrating people, processes and technologies
ERM system implementation standards
- International documentation integration regulations and requirements
- Electronic record management policy
- EDMS case study reports by Doculabs and ISO on ERM, EDM, and ECM systems
- Control of documents and management
Disaster Risk Management in ERM
- Types of disasters, hazards and risks in ERM
- Disaster risk planning
- Development of policy, procedures for disaster risk management
- Records protection method
Monitoring and Auditing of Electronic Records Management System
- Quality management requirements
- Conducting regular reviews of records management policy, plan, system and guidelines
- Monitoring compliance to records management guidelines
- Change management in organization records management policy
Document Control and Security
- Document security
- Multiple security levels
- Encryption
- Authentication and authoring systems
- Backups and document restoration
