The Best Practices In Organising & Managing Office Records And Files

16 Dec, 2021, Virtual Classroom Training

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Venue Details

Virtual Classroom Training

Contact us

Juliany,
03 2283 6109
juliany@ipa.com.my

Phoebe,
03 2283 6100
phoebe@ipa.com.my 

FOR CUSTOMISED IN-HOUSE TRAINING
Jane,
03 2283 6101
Jane@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
  • Introduction to Records Management
  • Filing Systems and Classifications
  • File and Record Control
  • Record Retention and Disposal
  • Filing Equipment and Storage
  • Characteristics of a Safe and Secure Record/Filing Room
INTRODUCTION

Records Management is an efficient and effective way of controlling and managing records and files throughout their life span right from creation to disposal. It ensures records are well organized, accurate, reliable and we 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 locate and retrieve documents, no knowledge under which files the documents are filed, ways to file documents, labeling and naming the folders, etc.

 

Staff who are handling company records need to have the knowledge on good filing system so that documents are well organized and easy to track.

AFTER ATTENDING THIS COURSE YOU WILL RETURN TO YOUR JOB…
  1. Identifying and classifying documents according to subject and importance.
  2. Identifying, sorting, filing documents and labeling folders.
  3. Logging and tracing movement of files and documents.
  4. Storing and securing documents in a safe environment.
  5. Disposing documents according to guidelines and regulations.
  6. Mastering good and efficient records management practices that will result in cost saving and increase in efficiency.
WHO SHOULD ATTEND
  • Secretaries
  • Personal Assistants
  • Administrators
  • Clerical Staff
  • Support Staff
  • Admin Executives
  • Personnel who is in-charge of records and filing systems
METHODOLOGY
  • Quiz, slide share, brainstorm, discussion and lecture
COURSE CONTENT
9:00

Introduction to Records Management

  • What is Records Management?
  • Why is records management so important in an organization?
  • What are the benefits of good records management?
  • What are the bad practices of records management?
  • Advantages and disadvantages of electronic and paper records
 

Filing Systems and Classifications

  • Terms, terminology and references
  • Characteristics of records
  • Types of Filing Systems
    ~ Centralized, decentralized and semi-centralized filing system
    ~ Strengths and weaknesses of each filing system
  • Types of Filing Classifications
    ~ Alphabetical, numerical and alpha-numerical
    ~ Examples of each filing classification
    ~ Strengths and weaknesses of each filing classification
 

FILE AND RECORD CONTROL

  • The framework of good records management
  • Registration of newly created files
  • Label, tag cabinets, shelves
  • Keep a tracking record book on the movement of files and records
  • Closing a file
  • Practices of 5S (Seiri, Seiton, Seiso, Seiketsu, Shitsuke) in records management
1:00 Lunch
2:00

Record Retention and Disposal

  • What is disposal of inactive records? - records retention schedule
  • Why is disposal of records is essential?
  • Activities involved in disposal of records
  • Appraisal, description, approval etc.
  • Awareness of procedures, guidelines and related ordinances
 

Filing Equipment and Storage

  • Office equipment and tools for filing efficiency
  • Types of filing equipment and storage systems
  • Selection of ideal equipment and storage systems
3.45

Characteristics of a Safe and Secure Record/Filing Room

  • Location and surrounding areas
  • Restriction, accessibility to records
  • Precaution against fire, flood
  • Control on environment, temperature, humidity, cleanliness
  • Control of destroyers - pest, insects
5:00 End of Course