Configuration and Implementation of the physical File Plan as a tool for efficiency
Using SharePoint enterprise content management system as a solution.
5 Day Training
Locations: Grayston Ridge Office Park, Sandton
Platform: Available In-Class / Online
Price: Available on request
Course Introduction
Configuration and Implementation of the physical File Plan as a tool for efficiency: Information Technology is the foundation of doing business in the 21st century. Communication and transactions in organizations have become electronic and so has relationships between organizations and their clients. To this end, an increasing number of records are born digital. These new ways of doing business necessitate that organizations should implement compatible electronic systems to capture, maintain, use, and eventually disposed these records. However, electronic systems can also be overwhelming.
Prospen Africa’s Configuration and Implementation of the physical File Plan as a tool for efficiency course focuses on the design, configuration, and implementation of a Configuration & Implementation of the Enterprise Content Management File Plan: Using SharePoint as A Solution. The programme is aimed at empowering practitioners to practically configure a File Plan and have it built into the SharePoint Platform for the management of their electronic records.
Course Objectives
By the end of the Configuration and Implementation of the physical File Plan as a tool for efficiency program, participants will be able to:
Determine permissions.
Design SharePoint folder structures in line with the file plan
Design case file repositories
Design, configuration, and implementation of e-forms
Design, configuration, and implementation of e-templates
Design, configuration, and implementation of workflows
Configure additional tools such as digital signatures, website management, audit trail etc.
Implement security measures for an EDRMS.
Who should attend?
Records management practitioners
Secretaries and Pas
Registry clerks
Officer administrators
Security specialists
Archivists
Legal officers
IT specialists
Monitoring and evaluation specialists
Auditors
Training Methodology
Our diverse instructional approaches ensure effective learning:
– Lectures & Presentations: Engage with expert-driven, stimulating content.
– Course Material: Access well-crafted supporting resources.
– Group Work: Collaborate on discussions and case studies for practical insights.
– Workshops & Role-Play: Participate in immersive, scenario-based activities.
– Practical Application: Focus on applying theoretical knowledge in real situations.
– Post-Training Support: Receive extensive support after training for skill implementation.
Training Outline
DAY 1 PROGRAMME
Introduction Document and Records Management
What is a Records?
Differences between a Document and a Record
What is Records Management?
Records Management Lifecycle
Other basic Concepts related to Documents and Records Management
The importance of Records Management
Risks associated with poor Records Management
The benefits of Sound Records Management
The legal Framework for Records Management
Status of Access to Information Legislation
The Electronic Communications and Transactions Legislation
Protection of Information Legislation
Key role players in a Records Management Improvement Plan
The role and responsibilities Senior and Top Management
The role and responsibilities of Records Champions and a Records Management Committee
DAY 2 PROGRAMME
Different types of Records and filing systems
Record Formats: Paper Records, Electronic Records, Audio-Visual Records, and Micrographic Records
Correspondence Records and “Other Records”
Subject Filing System and Case Filing System
Records Classification Systems: A Functional Subject File Plan
Introduction to a File Plan
Composition of a File Plan
Attributes of an Effective File Plan
An analysis of the Main Series in a File Plan (A Client(s) File Plan will be unpacked for relevance)
Disposal of Records
Risks associated with failure to dispose records
Benefits of a Systematic Disposal Programme
Disposal Authorities and the appraisal of Records
Destruction and Archiving of Records
DAY 3 PROGRAMME
Introduction to Electronic Document and Records Management Systems
Types of Electronic Records
A look into different concepts related to electronic records management (EDMS, ERMS, EDMRS, and ECM etc.)
The advantages of managing records electronically
The challenges risks associated with managing records Electronically.
The Legal admissibility of Electronic Records
The Electronic Communications and Transactions Act (ECTA)
Setting Permissions with EDRMS
What are Permissions
Configuring Permissions within an EDRMS
Developing and implementing document sets for Subject Files and Case Files
SharePoint: An Overview
Determining Business requirements
Determining the Functional Requirements
How to design Sites and Libraries within Share-Point
How to design Metadata Elements
SharePoint and Metadata Elements
What is Metadata
Why Metadata Management
How to design Metadata
How to develop term sets for commonly used Metadata
DAY 4 PROGRAMME
System Configuration and Implementation
Content Types
Term Sets
Column Types
Permissions
Navigation
Designing SharePoint Repositories and Libraries for Documents and Records
Document Identification and Types
Term Sets
Document Sets
Designing Case File Management Repositories in SharePoint
What is a Case Filing System
Designing Folder Structures for Different Case Files (e.g., HR, SCM)
Using Search and Metadata to access Case Files
Use of Saved searches and Tags
Designing SharePoint Repositories and Libraries for Documents
Document Identification and Types
Term Sets
Document Sets
Types of Electronic Records
Data sets
Text based documents
Multimedia documents
Multidimensional documents
SharePoint and the Creation of Folder Structures in line with the File Plan
File Plan Configuration in an EDRMS
Declaring Records (from documents to records)
Creating Retention Instruction electronically
Deleting/destroying electronic records
SharePoint and Forms Management
What constitutes a form?
How to create forms
Configuration of forms in an EDRMS
Using forms within an EDRMS
SharePoint and Templates Management
What constitutes a template
How to create templates
Configuration of templates in an EDRMS
Using templates within an EDRMS
SharePoint and Workflow Management
What is a Workflow
Types of Workflows
Creating a Workflow
Using Workflows in an EDRMS
DAY 5 PROGRAMME
EDRMS: Configuration of other functionalities: Part 1
Digital signatures
Rendition
Quality management
Retrieval/search
Web-site management
Metadata management
Authenticity
EDRMS: Configuration of other functionalities: Part 2
Audit trail
Version control
Scanning and imaging
E-mail management
Back-up and recovery
Long-term format
Archiving
Disposal of records
EDRMS Considerations on:
Implementing complementary assets
Reviewing a Records Management Policy Framework
Conducting a Records Survey
Monitoring system Performance
Information Security for Electronic Records
What is information security?
Why information Security?
Risks associated with electronic records
Security measures for electronic records
