Document Control & Handling

08-09 Dec, 2021, Virtual Classroom Training

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S. Suresh Kumar LL. B (UK) is a trained and certified Risk Management professional in the area of Supply Chain Risk Management and Brand Protection. He attained his Bachelor’s Degree in Law from the University of Wolverhampton (UK). He then went on to be trained and certified as an auditor and practitioner in the specialized area of Risk Management under the auspices of United States of America Customs and Border Protection (Customs Trade Partnership Against Terrorism- CTPAT Standards); and Transported Asset Protection Association (TAPA Standards), Asia. He is also a Human Resources Development Trainer certified by the Human Resources Ministry.

 

He is currently the Managing Director & partner of Paradigm Group of Companies (Paradigm Resources; Paradigm Training & Consultancy PLT), specialized in providing risk management /assessment services for internal / external associates; Consultation on Supply Chain Security Risk; Brand Standards / Management / Protection; Contract Management; Outsourcing & Subcontracting; and; Human Resources training and development programmes on various specialized topics, predominantly, Risk Management related subject matters, either on a one off or Project basis.

 

In view of this, he is now working in collaboration with the Malaysian Anti-Corruption Commission and the Malaysian Institute of Integrity on Community Development and Awareness programmes in relation to Anti Bribery and Corruption initiatives in Malaysia.

 

In his capacity as a trainer, he actively conducts trainings on the following topics:

 

  • Document Control and Handling
  • Personal Data Protection Act 2010 (PDPA)
  • Anti – Bribery & Corruption – Implementation, Compliance and Enforcement (MACC Act 2009); Anti Bribery Management System (ABMS) – ISO 37001:2016 – Awareness and Implementation
  • Anti – Bribery & Corruption – Section 17A Corporate Liability Perspective
  • RBA Internal Audit Methodology
  • Labour Laws – The Risk Management Perspective
  • Prosecution & Domestic Inquiry – Approach & Method
  • Enterprise Risk Management – Approach & Methodology (ISO 31000; ISO 9001:2015)
  • Crisis Management & Business Continuity– Synergy Workshop
  • Business Continuity Management – ISO 22301
  • Corporate Governance
  • Business Ethics and Compliance - A Risk Management Perspective
  • Human Resource Management – A Risk Management Perspective
  • Fraud Management – A Risk Management Perspective
  • Adequate Procedures & Corporate Liability – Implementation Programme
  • Whistle blower Protection Act 2010 – Awareness & Implementation
  • Fraud Management & Due Diligence Framework – A Risk Management Perspective
  • Investigation Skills & Techniques – A Risk Management Perspective
  • Loss Prevention Programme – Approach, Design & Execution Method
  • Contract Risk Management
  • SA8000 – Standards and Compliance Methodology

 

With his background of a law degree, he is able to invoke legal implications in his programmes to make it more comprehensive and value-added substance. In addition, his fluency in English and Bahasa Malaysia enables him to conduct training programmes effectively in both languages.

 

Prior to his involvement in this field, the facilitator has wide working experience throughout his 15 years of working career in the specialized area of Risk Management, Security Management and Investigations (HR, Security (Operational and Information Security) and Safety, Corporate Governance and Ethics). Being a Head of Department in each of these portfolios, he has acquired substantial job-related knowledge and experience in sectors comprising of Manufacturing, Telecommunications, Hospitality Management (Brand Standard & Management) and Contract Manufacturing (Brand Protection and Management). He is also a trained Workplace Counsellor and by virtue of his portfolio of having to deal with people of different job hierarchy, he has very profound people management skills, negotiation skills and effective interaction skills.

Venue Details

Virtual Classroom Training

Contact us

Juliany,
M - 012 2281 247
juliany@ipa.com.my

Phoebe,
M - 019 363 7822
phoebe@ipa.com.my 

FOR CUSTOMISED IN-HOUSE TRAINING
Yvonne,
M - 012 201 1247
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

FOCUSING ON
  • Section 1: Introduction
  • Section 2: Understanding The Requirements Of Effective Document Control System
  • Section 3: Implementing Effective Document Control System
  • Section 4: Processing
  • Section 5: Compliance For Documents Containing Personal Data
  • Section 6: Effective Document Control System To Prevent Non-Conformities
  • Section 7: Effective Record Management
  • Section 8: Chain Of Custody
OVERVIEW

Document Control System is a very important part of any management system. With inadequate document control, a company can suffer great lost from using the obsolete documents to carry job. With excessive document control, company’s personnel feel that the documents to help them to carry out jobs but as an additional job to carry out.

 

In the modern industrial world, records are indispensable for daily operations and activities. Accurate and reliable information is essential for nearly every transaction. Word of mouth, personal identification and memory are often insufficient to provide accurate information. Records are needed for identification and evidence of business transactions.

 

Collection of data, report creation, data retention and data destruction are to be looked from a legal perspective focusing on the following areas, namely: - Personal Data Protection Act 2010 & Personal Data Protection Standards 2015; Malaysian Anti-Corruption Commission Act 2009, Employment Act 1955, etc.

 

Maintaining accurate records that can be retrieved is essential to the continuation of every business. Fast retrieval of records has become so important that it is a major concern in business which is highly competitive these days.

 

Mismanagement of records can be as hazardous for business as a disaster. The inability to find a necessary document, the misplacement of orders, or the misfiling of important document all will lead to a waste of time and money, as well as customer dissatisfaction.

AFTER ATTENDING THIS COURSE YOU WILL RETURN TO YOUR JOB…
  1. Understanding the proper interpretation of Document Control System suitable for the organization.
  2. Developing an Effective and Efficient Document Control System to the company’s size, culture, complexity and needs.
  3. Being able to classify files to meet company objectives.
  4. Maintaining proper files control to keep track of files.
  5. Recommending and advising the company on proper filing equipment.
  6. Formulating filing policies on retention and file transfer.
WHO SHOULD ATTEND
  • Executives/Managers Handling Creation And Maintenance of SOPs/Policy
  • HR Managers/Executives
  • Internal Auditors,
  • Compliance Function Executives/Managers
  • In-House Legal Executives/Managers
  • Finance Executives/Managers
  • Security & Safety Executives/Managers
METHODOLOGY
  • Highly Interactive Session, with a bilateral approach to the subject matter allowing participants to share incidences at respective work locations.
  • Mind Mapping and Recap Sessions
  • Case Studies
  • Group Activity and Presentation
DAY 1
9:00

SECTION 1: INTRODUCTION

  • Importance of Documents and Records
  • Failures due to ineffective documents and record control
  • Common Pitfalls
11:00

SECTION 2: UNDERSTANDING THE REQUIREMENTS OF EFFECTIVE DOCUMENT CONTROL SYSTEM

  • Document Control Clauses and Management System
  • Definition of Documents & Records
  • Difference between Documents & Records
  • Documents needed and relevant applicable standards
  • Effective Document Control Methods
1:00 Lunch
2:00

SECTION 3: IMPLEMENTING EFFECTIVE DOCUMENT CONTROL SYSTEM

  • Master list for Documents
  • Document Numbering System
  • Accessing Documents
  • Updating Documents
  • Distribution of Documents
  • Control of Obsolete Documents
3:45

SECTION 4: PROCESSING
What constitutes Processing

  • Collecting
  • Recording
  • Holding
  • Storing
    - 5s (Housekeeping)
  • Organizing
  • Publishing on the Internet
  • Making available
5:00 End of Day 1
DAY 2
9:00

SECTION 5: COMPLIANCE FOR DOCUMENTS CONTAINING PERSONAL DATA

  • General Principle
  • Notice and Choice Principle
  • Disclosure Principle
  • Security Principle
  • Retention Principle
  • Data Integrity Principle
  • Access Principle
11:00

SECTION 6: EFFECTIVE DOCUMENT CONTROL SYSTEM TO PREVENT NON-CONFORMITIES

  • Preventing Non-conformities.
  • Compliance to legal requirements
  • Compliance to Malaysian Anti Corruption Commission Act 2009
  • Compliance to Adequate Procedures Guidelines in pursuant to Malaysian Anti Corruption Commission Act 2009
  • How to ensure accurate documentation and prevent false claim by complying to the requirements of the law.
1:00 Lunch
2:00

SECTION 7: EFFECTIVE RECORD MANAGEMENT

  • Introduction to Filing & Records Management
  • Files classification methods
  • File retention
  • Techniques of file control
  • How to manage active and inactive files
  • How to choose proper filing equipment
  • Transfer of files
3:45

SECTION 8: CHAIN OF CUSTODY

  • Requirements of the Law of Evidence
  • Access Control to documents and records
  • Access Rights of documents and records
  • Right of Disclosure
5:00 End of Course