Excellent Filing System For Secretaries & Clerical

30-31 Oct, 2017, Kuala Lumpur

FOCUSING ON
  • Introduction to Records Management
  • Filing System
  • Caring and Maintenance of Records
  • Disposal of Inactive Records
  • Procedures / Guidelines involved in disposal of records
  • Comparison – Electronic Records and Paper Records
  • Practical Session
INTRODUCTION

Records Management is an efficient and effective way of controlling and managing the records and files of an agency throughout their life span right from creation to disposal. It will ensure that records are well organized, accurate, reliable and are able to retrieve them fast and efficiently.

 

Today in business very often we have to depend very much on information and documents. All correspondences with clients, financial records, in particular must be very well kept in files. Usually, problems highlighted are: difficult to retrieve documents, no knowledge under which files the documents are filed, ways to file documents, labelling and naming the folders etc.

 

Therefore Secretaries and Clerical who are handling companys records, need to get knowledge on good filing system so that documents are well organized and easy to track them whenever they are needed.

 

This course will be helpful, particularly to the secretaries and clerical staffs who are handling record.

WHO SHOULD ATTEND
  • Secretaries
  • Personal Assistants
  • Administrators
  • Clerical Staff
  • Support Staff
  • Executives
  • Personnel who is in-charge of filing systems
METHODOLOGY
  • Lectures
  • Case Studies
  • Group discussions
  • Group activities
AFTER ATTENDING THIS COURSE YOU WILL RETURN TO YOUR JOB…
  1. Gaining knowledge of proper filing system.
  2. Being better aware of the importance of good record keeping – record management practices.
  3. Organizing and managing records of an agency in effective ways.
  4. Creating, usage and disposal of records in effective ways.
  5. Being able to increase efficiency in filing system of an agency especially on the aspect of arrangement, keeping, filing retrieving, maintaining and dispositioning of records.
DAY 1
9:00 Module 1 INTRODUCTION TO RECORDS MANAGEMENT
  • Why is it that records management is so important in an organization.
  • Terms terminology and references
  • Benefits of good records management practices
  • Charateristics of records .
  • Life-cycle of records.
  • Q & A Session
10:45 Module 2 FILING SYSTEM
  • Components in a filing system
  • Subject Classification, naming the folders
  • Features of file covers, namely paper files, hardcover files, PVC files etc
  • How to file documents in files and folders with proper recording, labeling etc.
  • Q & A Session – practical session
1:00 Lunch

2:00

Module 3 FILING SYSTEM (.cont)

  • Registration of newly created files
  • Tracking and control of records movement – log book etc.
  • Labelling / tagging , cabinets, shelves etc.
  • Managing vital records
  • Q & A Session
3:45 Module 4 CARING AND MAINTENANCE OF RECORDS
  • Location of a filing room
  • Access to filing room/areas
  • Environmental control- why is it so important
  • Precautions against records destroyers
  • Suitable filing equipments
  • Q & A Session
5:00 End of Day 1
DAY 2
9:00 Module 5 DISPOSAL OF INACTIVE RECORDS
  • What is disposal of inactive records
  • Why is it the disposal of records is very essential
  • Activities involved in disposal of records
  • Appraisal, description, approval etc.
  • Q & A and – practical session
10:45 Module 6 PROCEDURES / GUIDELINES INVOLVED IN DISPOSAL OF RECORDS
  • Awareness of procedures, guidelines and related ordinances with regards to disposal of inactive records.
1:00 Lunch

2:00 Module 7 COMPARISON – ELECTRONIC RECORDS AND PAPER RECORDS
  • Advantages and Disadvantages in both the electronic and paper records
3:45 Module 8 PRACTICAL SESSION
  • Preparation of subjects classification
  • Opening of new files
  • Appraisal of inactive records
  • Preparation of description of records proposed for disposal.
5:00 End of Course

 

LEARN FROM THE BEST

MR. S.ADIKALSAMY (EDDIE) –FREELANCE TRAINER

 

Mr.S.Adikalsamy, popularly known as Eddie has wide experience in the field of Filing and Records Management. He was formerly with the National Archives of Malaysia for more than 25 years where he was involved in Records and Archives Management work including training programmes.

 

He started his carrier at the National Archives of Malaysia and retired as a Senior Assistant Archivist with the same organization. The position he held prior to his retirement was a Training Officer at the Training and Carrier Development Branch of the National Archives of Malaysia. While serving as a Training Officer, he has conducted / trained extensively within the organization and for other Government agencies both locally as well as participants from other countries. He has conducted numerous programmes on Records Management, filing system,subject classification, indexing and archiving which are his forte.In addition he also conducts other programes like Office management, 5S aspplication in records and filing management, conducting meeting etc.

 

Currently he is a freelance trainer for training providers. He had conducted inhouse training for numerous agencies both for government and private sectors. Among the few agencies that he had conducted in house programmes are; Jabatan Peguam Negara, Education Department, Polis DiRaja Malaysia, Information Department, Road Transport Department, Syarikat Fiberail Sdn. Bhd. Syarikat KUB Textile Sdn. Bhd. Syarikat Leader Cable Sdn Bhd. BP Chemical,Pustaka Negeri Sarawak, Majlis Perbandaran Pedawan, Hicom-Honda Sdn Bhd. Syarikat Sharp Roxy, Syarikat International Paint, Malaysia Airport Bhd. TNB, Bank Simpanan Nasional, Multimedia University, Kuching Water Board, Majlis Perbandaran Pulau Pinang, Universiti Putra Malaysia, Universiti Pendidikan Sultan Idris, Westports Sdn Bhd, White Horse Ceramics,Universiti Kebangsaan Malaysia, Jabatan Kerja Raya Sarawak, Majlis Perbandaran Sibu, Majlis Bandaraya Miri, Dewan Bandaraya Kuala Lumpur, Jabatan Perkhidmatan Awam , Jabatan Kerja Raya Malysia, First Unitex Tyre Retreading Sdn Bhd.Penang Port Sdn Bhd. Bintulu Port Sdn. Bhd.DRB Hicom , Sarawak Energy Bhd and many others.

 

He holds Diploma in Public Relations, and also Certificate in Archives Studies (United Kingdom). He has attended many training programmes relating to management and administration including on Training Methodology. (Certified Trainer by PSMB/HRD TTT/0641)

 

VENUE DETAILS

Vistana Kuala Lumpur
9 Jalan Lumut Off Jalan Ipoh
50400 Kuala Lumpur

Phone :03 4042 8000

 

IPA TRAINING IS REGISTERED WITH

 

CONTACT US

Juliany, 
O - 03 2283 6109,
M - 019 3134436
juliany@ipa.com.my 

Michelle, 
O - 03 2283 6100, 
M - 019 363 7822
michelle@ipa.com.my 

For Customised In-House Training
Yvonne,
O - 03 2283 6101, 
M - 012 2011247,

F - 03 2283 6108
 
yvonne@ipa.com.my
 

ADDRESS 

A-28-5, 28th Floor, 
Menara UOA Bangsar, 
No.5, Jalan Bangsar Utama 1, 
59000 Kuala Lumpur
www.ipa.com.my