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AS4

DOCUMENT & DATA MANAGEMENT SYSTEM

Introduction:

In today’s digital and regulatory environment, effective document and data management is essential for organizational efficiency, compliance, and information security. A well-implemented Document and Data Management System (DDMS) ensures that critical information is organized, accessible, accurate, and protected.
This program is designed to provide participants with comprehensive knowledge and skills in setting up, managing, and improving document and data management systems, including both physical and digital records, to support operational excellence and decision-making processes.

 

Who Should Attend:

  • Document controllers and records management officers.
  • Administrative professionals responsible for handling organizational information.
  • IT staff involved in data storage and retrieval systems.
  • Compliance officers and auditors.
  • Project managers who manage large volumes of project documentation.
  • Professionals responsible for quality management systems (QMS) and regulatory documentation.
  • Anyone involved in setting policies for document and data governance.
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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.

 

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