Effective Filing and Record Management

Effective Filing and Record Management

Document control is all to do with transferring information between relevant parties. We need to ensure that the information reaches end user is correct. Therefore, these documents must be controlled to make sure the information contained are correct.

Document control in the context of records management will be efficient and effective way of controlling and managing the records and files of an organization throughout their life span right from the time they were created until they are disposed. Proper records procedures and guidelines will ensure the proper control, well organized and managed, accurately and reliably. This will enable the organization to retrieve them fast and efficiently. Today in business very often we have to depend very much on information and documents. All documents, correspondence with clients, financial records and etc must be controlled and well kept.

Usually problems highlighted were, difficulty to retrieve documents, no knowledge under which folders the documents were filed, to control the filing of documents, how to name the folders etc. Therefore, the staff handling company’s records need to have knowledge on controlling the various stages of records management so that documents are well controlled, organized and are able to track them as and when they are needed.

Learning Outcomes

• Understand the importance and purpose of today’s office management.
• Discover the dynamics of the activities involved in today’s office management and their respective roles.
• Understand the importance of an effective filing system and records management system.
• Improvise in organizing the files and records of an organization more systematically and efficiently
• Increase efficiency in processing records and files in respect of arrangement, keeping, filing, retrieving, maintaining and disposing of records.
• To apply 5S in records management and bring added value to the organization through constant innovative initiatives as action plans and goals for success.

Course Contents

Day 1

• Module 1 – Introduction of Effective and Record Management
• Module 2 – Filing system and classification
• Module 3 – Files and Records Controls

Day 2

• Module 4 – Introduction on Records detention and disposal
• Module 5 – Filing equipment and layout
• Module 6 – 5S practices in the Office

Duration

2 days

Course Method

• Lectures
• Experience sharing
• Educational video
• Group/individual works
• Hands-on operations of overheard to be assisted by facilitators.

Who Should Attend

• Performance managers and supervisors dealing with filing and records responsible for managing their performance regularly
• Senior members of an organization responsible for all key decisions within the organizational
• The checkers and compliance officers responsible for ensuring adherence to set standards and benchmarks
• Operations managers and supervisors responsible for overseeing all operations related to the supply chain, particularly those processes dependent on suppliers.

Certificate

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