Tuition in Progress

Section I
ELECTRONIC RECORDS STORAGE & RETRIEVAL METHODS

• The critical difference between paper records and electronic records.
• Getting ready for Electronic Records Management.Electronic Records Management Tips.
• Phases in the process of managing Electronic Records.
• Capture, Disposition, Appraisal, Preservation

1. Managing Electronic Records at the Secretary’s level.

• Identifying Authorship-Version Control
• Standardizing Filing Practices for electronic documents and records.
• Metadata
• Hyper linking.
• File Naming.

2. Take control of your Electronic Files and Folders: Minimize your stress.

Content Outline:

• Problems and solutions in the management of Electronic Files and Folders
• General tips on PC file management.
• Strategies for keeping your desktop pile-free while enabling you to put your hands on documents quickly
.
3. Simple Ways a Secretary can preserve Electronic Records

• Problems with preservation
• Migrating electronic records to the next generation of hardware and software.
• Practical Steps.

4. The Secretary, Vital Records & Disaster Recovery in a Digital World.

5. From the Computer to the Court-Room: Electronic Records and the Courts.

• Legislations that every employee who handles paper and electronic records MUST know.
• Public Records and Archives Administration Act, 1997, Act 535.
• Legal Trends in Records keeping.

6. Demonstration of EDRMS (Electronic Document and Records

Management System).

Content Outline:

• Demonstration of EDRMS - From concept to implementation.
• Electronic Records Responsibilities and Automation.
• Digital Archiving (Scanning) records and documents into the software-
demonstration.

7. E-mail Management

• Organizing e-mails as records.
• Other methods of controlling e-mails- Creating Filters etc.

Section II

PAPER RECORDS


FILING AND RETRIEVAL METHODS

1. Introduction to Effective Records Management

• The importance of solid records management in today’s workplace.
• Benefits of establishing and maintaining control over records.

2. Design and Usage of Paper & Electronic Filing Systems

(Developing a Filing System with Split-Second File Retrieval Abilities)
• The worst and best of today’s filing systems.
• How to organize messy desks, and messy computer drives.
• Strategies for enabling you put your hands on documents quickly.
• Assigning reference numbers to files and correspondence.
• Case study-practically designing a paper and electronic filing system.

3. Techniques and Skills in Managing Active Files

Content outline

• Creating a new file, Giving file titles, Security classification of files.
• Folio numbering, Cross-referencing, Linking papers with files.
• Removing papers from files, Tracing missing files.
• Misfiling-causes of misfiling, Techniques to beat misfiling.
• Creation of TJ, Merging the TJ with the original file, Bring – up diary.

4. Control of File Movement (File Tracking Systems)

Content outline

• Ensuring that every file movement is recorded, File control procedures.
• Re-submit system, Removal of files from the office, File census.
• File movement within and outside an organization.

5. The Secretary and Effective Mail and Correspondence Handling.

• Preparing letters for dispatch, Registration and circulation of mail
• In-ward correspondence register, Out-ward correspondence register

 

Section III

OFFICE MANAGEMENT

1. Managing your boss-Ensuring that his/her records are within reach

Most employees think of their bosses managing them, yet it is a fact that bosses also need to be managed especially when their documents and records are within reach.

Content outline

• Types of bosses.
• Knowing your boss and yourself.
• Behaviors bosses don’t like.
• How to work smarter.
• Helping your boss manage his /her time.
Attend this informative event and gain practical insights into:
• Creating a filing system that anyone can use even when you’re out of the office.
• Wining back valuable floor space, file space, drawer space.
• Protecting vital electronic records.
• Solving fundamental filing problems in both storage media.
• Preserving electronic records.
• Naming and storing records electronically in ways that make retrieval efficient and possible.
• Managing the organization’s e-mails.
• Managing your boss.
• Stay in control of the office no matter no matter how hectic the day gets.

Methodology

Lectures, group discussions, practical case studies, question and answer sections, film shows.
Group Exercises:
These two days will be a mixture of presentation and practical exercises. There will be plenty of opportunity for questions