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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

Dates: 15 – 19 April 2024
Locations: Johannesburg, South Africa
Platform: Available In-Class / Online

Price: Available on request

This is a Non-accredited Course

Course Introduction

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. This 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 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

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

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Related Courses

Date: TBC

Developing and Implementing Electronic Document and Records Management Systems

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Pragmatic Approach To Managing Records
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Pragmatic Approach To Managing Records

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