The Best Practices in Organising and Managing Office Records & Files Effectively

27-28 Jun, 2018, Kuala Lumpur

FOCUSING ON
  • Theory And Practice In Records Management
  • File Operation
  • Security Requirement and Characteristics of a Good Record / Filing Room
  • Electronic Media In Filing Operation
  • Rules / Regulation Governing Records Management
  • Last Stages in Records Management - Final Destiny
  • Papers For Practical Sessions
INTRODUCTION

Often we hear a business is only as good as its records. All correspondence with clients, financial information, market and clients’ facts are all kept in files. With inefficient management practices your agency can lose time, money and information

METHODOLOGY

Interactive lectures, group discussion, practical activity workshops and Q & A sessions.

WHO SHOULD ATTEND

Personal Assistants, Secretaries, Administrators, Filing Supervisors, Clerical Staff, Support Staff

AFTER ATTENDING THIS COURSE,
YOU WILL RETURN TO YOUR JOBS …

  1. Understanding importance of proper Records Management practices in an agency.
  2. Increasing your ability in organizing the records of an agency more systematically and efficiently.
    Improving your knowledge on Records Management of an agency.
  3. Being able to increase efficiency in processing the records/ files of an agency especially on the aspect of arrangement, keeping, filing retrieving, maintaining and dispositioning of records.
  4. Mastering good and efficient Records Management Practices that will result in cost savings and increase in efficiency.
 
DAY ONE
9:00 THEORY AND PRACTICE IN RECORDS MANAGEMENT
  • Records Management is a technique in management
  • Life cycle of records – creation, usage/ maintenance and disposition/disposal
  • Categories of records
  • Benefits of Records Management Programme
  • Types of records
  • Uses and importance of records to an agency
10:45 FILE OPERATION
  • Opening and closing of files
  • Correspondence and files control of incoming and outgoing mail
  • File titles and classification in a filing system
  • Use of practical file covers
  • Minute papers – its uses and functions
  • Control of records / file movement
1:00 Lunch

2:00 SECURITY REQUIREMENT AND CHARACTERISTICS OF A GOOD RECORD / FILING ROOM
  • Suitability, location of records room
  • Basic requirement, security, precaution against fires, flood
  • Restriction, accessibility to records.
  • Control on environment, temperature, humidity, cleanliness
  • Control of records destroyers / enemies
  • Use of suitable filing equipment.
    Salvaging of wet records.
3:45 ELECTRONIC MEDIA IN FILING OPERATION
  • Comparison and differences between paper records and electronic filing. Paper records vs. Electronic records
5:00 End of Day One

DAY TWO
9:00 RULES / REGULATION GOVERNING RECORDS MANAGEMENT
  • Acts and Ordinance
  • Directives and related circulars
  • Awareness on the existence of various rules pertaining to Records Management
  • What is our responsibility?
10:45 LAST STAGES IN RECORDS MANAGEMENT – FINAL DESTINY
  • What happens to records
  • Different values of records and its usage
  • How to determine the methods of disposal of records
  • Activities involved in disposition / disposal of records
1:00 Lunch

2:00 PAPERS FOR PRACTICAL SESSIONS
  • Preparation of subject classification
  • Opening and closing of files
  • Appraisal of inactive records
  • Preparation of list of files 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.

 

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 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