Record and Document Management

Some people waste as much as 25% of their day searching for information, both on paper and digitally. Currently, document growth is expected to grow by 200% annually and an average of $250 in labor costs is spent recreating lost documents. It is vital that employees understand how to appropriately manage, organize and store company records and information. This is not only essential to a company's business operations, but key to improving efficiency and productivity.

In this training, participants will learn how to manage records and documents more effectively. Participants will understand the fundamentals of organizing and concepts to apply to good records management. They will learn how to create an effective and intuitive filing system to manage paper, email and digital records. They will also learn how to process incoming information and how to keep data in a digital format to improve efficiency and decrease paper handling.

Learning Objectives

  • Understand fundamentals of organizing theory
  • Learn to build an effective hierarchical filing system for all document management systems
  • Clarify the definition of a record and record formats
  • Understand records retention requirements, regulations and guidelines
  • Learn best practices for managing, organizing and accessing information
  • Gain strategies on how to purge and reduce paper and become more paperless
  • Learn how to create a system for managing desktop and active paper files
  • Learn how to organize electronic documents on local drives and cloud based systems
  • Understand the various record management locations and how best to utilize them
  • Learn how to effectively name documents for versioning, easy retrieval and access
  • Gain searching strategies to find information quickly with digital tips and tricks
  • Learn the definition of "metadata" and how to input information to maximize search results
  • Learn functionality of Windows based systems to improve records management

Seminar Length: 3-4 hours
Class Size: 10-30 participants
Materials: 40 page workbook provided
Seminar Location: On-site at company
Equipment: LCD projector