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Document Control and Archiving

Start Date:
10 Dec 2018
QAR 4050
Course Name: Document Control and Archiving
Course Information
This course will help participants understand the purpose of documentation and how to manage and archive documentation by using both manual and technology processes.
On completion of the course, participants will be able to:
  • Understand the business and legal benefits of establishing a records retention program
  • Explain how to conduct and document legal research on federal, state, and local records retention requirements
  • Establish guidelines for developing vital records operating procedures
  • Identify the various types of coding systems
  • Recommend solutions for common filing problems and for safeguarding the security and confidentiality of records
  • Identify the reasons for careful selection of records housing equipment and describe the criteria and considerations in selecting equipment
  • Explain how to establish an effective forms analysis program
  • Identify the scope and functions of mail management programs
  • Outline policies and procedures for establishing a records disposal system for a records center
  • Describe the principles of conservation of archival materials to ensure their permanent preservation
Target Audience
All Staff
None required
Course Structure:
This course includes lectures, group discussion and case studies.
Course Facts
Duration:  3 Days                                                     

Program Contents
Module 1: What is Records Management?
  • The Role of Records Management
  • Classifications
  • Value
  • Memory of a Business
  • Life Cycle of Paper Records
  • Common Problems
Module 2: Alphabetic Indexing Rules
  • Consistency in Filing
  • Key Unit of Names
  • Rules of Filing
Module 3: Electronic File Management
  • The Database
  • E-commerce
  • Life Cycle of Electronic Records
Module 4: Alphabetic Records Management, Equipment, and Procedures
  • Filing and Storage
  • Storage Method
  • Storage Equipment and Supplies
  • Straight Line Tabs
  • Choosing the Right Equipment
  • Six Steps in the Records Management Procedure
Module 5: Storing, Retrieving, and Transferring Records
  • Retention Schedule
  • The Four Values of Records
  • Record Cycle
  • Common Methods of Records Transfer
  • Software Capabilities
Module 6: Subject, Numeric, and Geographic Records Management
  • Advantages and Disadvantages
  • Arrangement
  • Index Types
  • Coding
  • Number Types
  • Databases
Module 7: Electronic and Image Records
  • Magnetic and Optical Records
  • Data Input Devices
  • Copies
  • Retention
  • Records Safety and Security
  • Microform
  • RIM Software
Module 8: Records and Information Management
  • Elements of a RIM Program
  • Ratios
  • Responsibilities
  • RIM Manual
  • Goals
  • Disaster Recovery
  • Knowledge Management
  • Records Retention Schedule

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