Implementation of Electronic Filing and Document Management System

Implementation of Electronic Filling & Document Management System
Bandung | Monday-Wednesday, May, 14th-16th, 2012 | Rp 7.000.000/peserta 
Bandung | Wednesday-Friday, July, 18th-20th, 2012 | Rp 7.000.000/peserta 
Bandung | Wednesday-Friday, September, 19th-21st, 2012 | Rp 7.000.000/peserta 
Bandung | Wednesday-Friday, November, 21st-23rd, 2012 | Rp 7.000.000/peserta

ABSTRACT

Streamlining business processes & increasing productivity are fundamental  concerns for any organization private, public and nonprofit alike. In an increasingly strict regulatory environment, managing documents and records diverts significant time from an organization’s mission critical objectives. Document and records management system has many benefits that can appreciably improve organizational efficiency. Since these applications are complex systems that represent a solid investment, organizations should carefully evaluate their current and future needs beforehand. Records management systems simplify the lifecycle management of business records. A records management system supports the automatic enforcement of consistent organization records policies and reduces the cost of regulatory compliance. This training is divided into parts that clarify different aspects of document management and will cover the broad business benefits of document and records management systems, explanations of the basics of document and records management systems and specific system components crucial for improving business processes and the key elements for successful implementation of a document management system.

Record / document management makes it possible to:

•  Manage millions of documents and retrieve the right one in few minutes
• Share documents with colleagues while protecting confidential information.
• Email and fax files instantly.
• Access documents while traveling. Publish documents to CD, DVD or the Web, as appropriate.
• Back up files and records for disaster recovery.

Records management system should provides:

•  Improved efficiency in the storage, retention and disposition of records and record series.
• Detailed reports of which records are eligible for transfer, accession or destruction.
• Audit trails to track all system activity and the entire life cycle of records.

COURSE CONTENT
Introduction of document management system

•  Four Pillars of Document Management System
• Benefits of Document Management System

Document management define and the new understanding of document management system

• Type of data: Active or Non Active Data
• The players (employees, auditors, and administrators)
• Work Flow of data
• Urgency and sensitivity of data
• Check in / out procedures and Information DeliveryStorage and distribution
• Security of data
•  Legal issues of data, and audit work paper

Record management the details

• Total foot steps and time required for repetitive data collection in a day/week/month
• The work flow diagram (step by step analysis)
• Recognition of problems
•  Reducing the repetitive steps

The gain of a better record management

•  Cut costs
•  Productivity improvement: Doing more with less
• Streamline administration: Fast distribution
• Improve customer service (bosses, vendors, customers, auditors)

Current practice problem and issues

• What are the current problems now?
•  Who is maintaining the records?
• Issues among departments or levels?
•  Did anyone tried to solve the problem?
• Examples, and current solutions
• Employer or customer policies on record management

Brainstorming session for workshop

•  Current tools for record management
• Who needs the data most?

Workshop Part 1

•  Identify data for sorting and labeling purposes
•  Indexing practice for you and others

Essential components of record and management solutions

• Usability
•  Capture
• Storage and archiving
• Distribution
• Integration and security
• Technical consideration

Implementation: Addressing your business needs

• Relocation consideration for data central system
• Scaling your project from departmental to whole company
• Train your staff and inform your bosses, vendors, customers, and auditors
• Support and maintenance
• Backup system
• Think big act locally in your department

Document and record management for future and maintenance

•  Digital library
•  Digital data transfer
•  Scanning internal and outsourcing
•  Interaction website database
• Internal and external data interaction for vendors, and customers

Workshop Part 2

•  Sorting practice, the old and the smart way
• Labeling practice  personal preference or general / common structure

Introduction of document and record management software
Introduction of record management tools

•  High speed scanner
•  Website interaction and demonstration
• Barcode scanner

Workshop Part 3: Record Management System

•  Software familiarization & Practice

WHO WILL BENEFIT/PARTICIPANT

This workshop is especially designed for the secretary and office support professionals who already have a background / work experiences in their current job.

INSTRUKTUR

Ir. Elisa Kusrini, M.T. & Team
Expert and experience in operational and logistic management. Active as a course instructor in many related seminars

Investasi:

• Biaya pelatihan sebesar Rp 7.000.000/peserta Non residensial.

Fasilitas:

• Training Kit ( Tas seminar, ATK, Handout)
• Meeting room hotel *****
• Training kit
• Breakfeast and luch
• Exclusive souvenir
• Sertitifikat
• Special  dinner in the last day

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