Records Management and Document Control

Introduction:
This course conveys practical methods for identifying and developing the systems of records management and document control that an organization needs. By the end, each participant will have a plan of action as well as the necessary skills to assist with the development and implementation of an appropriate program for managing their organization’s documents, records and information.
The world is packed with information; and most organizations struggle to recognize what information they have, why they need it, how long they need it for, and if it has any value. Furthermore, changes in the law call for tighter controls on contract documentation, and lead to a need for enhanced management of human resource and contract records. Also, electronic information is under threat from cyber-attack and personal information is at risk of exposure. As such, the development and implementation of a records management program that includes document control methods to identify, secure, and protect critical information, is necessary for every organization.

Course Objectives:
At the end of this course the participants will be able to:

Develop a records management program to enhance the value of the organization’s information and reduce risk and cost
Develop document control methods to identify, secure, protect and retain critical information
Apply regulations and standards to the management of information for compliance
Identify risks associated with poor management of information to reduce penalties and cost
Develop an information asset register to identify critical information within their organization

Targeted Competencies:
Records Management
Document control
Information management
Information asset identification
Business case development

Targeted Groups:
Records and Information Managers
Privacy Officers
Information Security and Protection Managers
Litigation and Discovery Staff
Compliance Officers
Internal Auditors
Enterprise Content Management Professionals
Administrative Managers.

Course outline

The Principles of Managing Information:
The organization: How your information is managed today
Definitions: Understanding what the information terms mean
Document control and records management: Similarities and differences
Your organization
Identifying its type
Identifying its staff
Identifying its information
Defining information goals for the organization
How to achieve information goals
Document Control and Records Management Program Development Process:
Business case
Defining the purpose
What to include
Objectives of the case
Document Control specifics
Records Management specifics
Records review
Identification of documents and records
Critical information, documents and records
Electronic and physical formats
Storing records
Characteristics of a Document Control and Records Management Program:
File plans
Challenges and problems
Classification of records
Retention and disposition
Laws, regulations, standards and business requirements
Developing a retention schedule
Privacy and protection
Transparency
Integrity
Security
Business, historical and preservation archives
People, Responsibilities and Information Awareness:
Psychology of filing
Accountability
Communication and collaboration
Creating the information management message
Knowledge transfer
Developing the education package
Sponsorship and guidance from senior management
Planning and Action:
Information management strategy
Development of a plan to deliver document and records management
Policy and guidance writing
Information asset register
Document control and records management process plans
Change management
Risk and recovery: Disaster prevention and continuity planning
Creating an action plan