DOCUMENT & DATA MANAGEMENT SYSTEM

Course Content :

Day 1: Introduction to Document & Data Management

• Importance of document and data management in organizations.
• Key concepts and terminology in records management.
• Life cycle of documents: creation, storage, usage, retention, and disposal.
• Regulatory and compliance requirements (ISO standards, GDPR, etc.).
• Workshop: Mapping current document management practices.

Day 2: Designing an Effective Document & Data Management System

• Components of an effective DDMS (hardware, software, procedures, people).
• Structuring and categorizing information for easy retrieval.
• Metadata management and indexing techniques.
• Document version control and change tracking.
• Case Study: Reviewing successful document management system examples.

Day 3: Managing Electronic and Physical Records

• Best practices for managing digital documents and archives.
• Handling physical records and transitioning to a paperless environment.
• Data storage solutions: cloud storage vs on-premise storage.
• Backup, recovery, and disaster planning for information assets.
• Exercise: Developing a hybrid (physical and digital) records strategy.

Day 4: Security, Privacy, and Compliance in Document Management

• Information security principles applied to document management.
• Access control, confidentiality, and data protection measures.
• Retention schedules and legal holds.
• Auditing and monitoring document management systems.
• Workshop: Risk assessment for document and data systems.

Day 5: Optimizing and Automating Document Management

• Document management software and automation tools (DMS platforms, workflows).
• Integrating DDMS with enterprise systems (ERP, CRM, etc.).
• Continuous improvement strategies for document processes.
• Trends and emerging technologies (AI, blockchain in records management).
• Final Assessment: Evaluation of key concepts.
• Group Discussion: Building an action plan for implementation in participants’ organizations.
• Certificate Distribution and Course Closure.