Advanced Document Control and Records Retention Training Course

Why select this training course?

You might have always wondered how and why important documents are stored and retrieved. Document control is a myriad of practices involving the creation, review, distribution, and disposal of documents in a systematic and verifiable manner. This also involves obtaining and retaining information from the original records and any other transaction, whether contractual, administrative, or otherwise.

In this era of the digitalization of documents, the appropriate technology should be used to protect confidential documents adequately. One of these tools is cloud storage or computing, which allows all the files of an organization to be uploaded to the cloud, thus, making access, storage, and retrieval easier for those in charge of the documents, provided they have security access to the records, irrespective of where they may be. The participant benefits of this technology are substantial compared to the conventional document storage and control method.

What is a document control procedure?

Document Control Procedure outlines the structure and process of amending, approving, and publicizing the documents in an organization and tracks how these documents are updated from time to time.

What is a record retention schedule?

Record Retention Schedule describes how an organization’s records are disposed of. It highlights the duration of the necessity of a particular record and provides instructions to discard it when due.

Document control is crucial as it allows an organization to control its documents and prevent intrusion from outsiders. Rcademy understands that its importance cannot be overemphasized as it gives the organization an astute reputation and gives its clients a strong sense of safety and trust. Thus, it has introduced the Advanced Document Control and Records Retention Training Course. It helps participants develop efficient ways to control the flow and record of such data to avoid any loss or error. They will be able to see how document management and recordkeeping relate to their organization’s larger goals. They will be able to effectively manage and organize the documents and records of their organization by using the fundamental principles and methods of document control and records preservation.

Who should attend?

Since the objective of the Advanced Document Control and Records Retention Training Course by Rcademy is to ensure the efficient control and retention of data and information and those who want to become better at their data control skills, the following category of people must attend this course as it is ideal for them, and the people who wants to be a highly productive and effective at their work;

• Librarians
• Secretarial Staff
• Archive Managers
• Information Technology Staff
• Registry Officers
• Coordinators of Departmental records
• Operations Managers
• Compliance Officers
• Auditors
• Quality Control Specialists
• Records Management Specialists
• Document Controllers 
• Government Officials
• Document Administrators

What are the course objectives?

The Advanced Document Control and Records Retention Training Course by Rcademy will enhance the capabilities of the participants to perform the listed activities after completing this course:

• Show the interconnection of document control and records retention to their organizational objectives and how it helps achieve them
• Utilise and apply important document control and records retention concepts and mechanisms to the organization and management of the documents and records of their organization
• Discover and analyze the most prevalent reasons for awful document control
• Advise on the manner and process to improve the control of documents and retention of records
• Visualise and explain the planning and implementing process of a Document Control and Records Retention (DCRR) solution

How will this course be presented?

Rcademy has developed this training program on document control and records retention to be a very insightful and practical learning experience for professionals such as office administrators, librarians, secretarial Staff, records managers, and any other person involved in and comes in contact with documents in an organization.

The content of this training is up-to-date with the industry standards. The best international practices and mechanisms of data control and records retention will be taught practically using scenarios, case studies, strategies, organizational experiences, and other effective methods to achieve the learning objectives.

This training course encourages involvement and group participation through group assignments and discussion. Furthermore, to meet the peculiar challenge the participants’ organization faces regarding data control and retention, a customized framework can be designed by the participants and supervised by our tutors to solve such a problem.

What are the topics covered in this course?

Module 1: Definition of Documents

• What is a document?
• What is a record?
• Meaning of documentation
• Historical background of documentation
• Terminologies relating to documentation
• How to identify documents
• Records tracking
• Classification of records
• Management of classified records
• Ensuring the security of classified records

Module 2: Types of Records

• Paper-based records
• Magnetic tapes
• Audio-visual records
• Cartographic records
• Micrographic records
• Scanned images
• Diskettes
• Digital signatures

Module 3: Lifecycle of Records

• Identifying the various process in the lifecycle of records
• Capturing of records
• Registering of records
• Records classification
• Records Storage
• Access to records
• Accessibility of records
• Secure destruction
• Best practices in the management of records lifecycle

Module 4: Creation of Documents and Records

• Completion and accuracy of records
• Separation of documents and records
• Application of security classification
• Records types: active and inactive record
• Systems of filing
• Naming conventions
• Data capturing
• Indexing
• Storage of files
• Tracking of files

Module 5: Rudiments of Document Control

• Understanding the basis of document control
• Analysis of document control-related standards
• Identification of the essential document control elements
• Management of deliverables for projects
• Templates for different document types
• Transmission of data and records

Module 6: Implementation of Document Control 

• Setting quality standards for documents
• Ensuring the quality of documents
• Procedures and specifications for controlling documents
• Roles and responsibilities in document control
• Distribution of documents
• Systems for document control

Module 7: Storage of Records

• Storage facility
• Standards for safety and security
• Standards for preservation
• Preservation for a long-term purpose
• Appropriate storage requirements for various record types
• Easy retrieval of documents
• Centralized storage

Module 8: Modern Document Storage

• Meaning of cloud storage
• Types of cloud storage
• Advantages of Cloud storage
• Disadvantages of cloud storage
• Metadata
• Safety measures for cloud storage
• Facilities for cloud storage
• Personnel expertise required for cloud storage

Module 9: Records Retention

• Inventory updating
• Records retention strategy
• Records infrastructure
• Creation of retention schedules
• Retention of records
• Transfer of records
• Legal and functional requirements
• Plan for disaster recovery
• Policy for retention of records
• Technology automation

Module 10: Destruction of Records

• Timeline of records
• Protection plan for vital documents
• Schedule for the destruction of records
• Approval to destroy records
• Implementation of records disposal
• Compliance and destruction of records
• Proof of termination

Module 11: Records Management Systems

• Electronic recordkeeping system
• Electronic records management and scanning
• records management
• Implementation of the most suitable system for the organization
• Policy for management of records