The Best Practices In Organising & Managing Office Records and Files

14 Dec, 2023, Melia Kuala Lumpur

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Learn from the Best

SINTHANA has over 20 years of work experience with retailing, multinational manufacturing company, and hotel industry. Her experience in quality assurance, human resource management, hospitality and administrative skills has given her the opportunity to realize her passion that is developing human potential. She trains all levels of employees including upper management.


She develops training manuals in English and Bahasa Malaysia language and conducts many soft skills programs with particular interests in customer service, business writing, communication, supervisory, office management and language. Her role encompass identify training needs, design contents and conduct training to fit customers’ requirements. She also assesses effectiveness of programs at site.


She aims to develop positive attitude and increase staff core competencies in each of her program.


She introduces a lot of self-reflection and interactions in her lively programs, and her approach stresses on key points, which is reinforced through role-plays and presentations. She conducts her sessions in English and/or Bahasa Malaysia language.


Sinthana In-house programs clients include; Exxon Mobil, MMC Oil and Gas Sdn Bhd, Northgate Arinso, IBM, Siemens, Hewlett Packard, Panasonic, Pembangunan Sumber Manusia Berhad (HRDF), TUDM (Tentera Udara DiRaja Malaysia), Jabatan Perkhidmatan Awam, Putrajaya, Construction Industry Development Berhad, Maju Holdings Berhad, L’oreal, DHL, Bank Negara, RHB Bank, I-Perintis Sdn Bhd, Infineon, Proton Casting Sdn Bhd, Sumirubber, Rohas Euco Industries, Elektrisola, Westports, Safeguards, Spansion, Telekom, Universiti Tenaga Nasional, Philip Morris, Pioneer, Hertz, Finisar, Celestica, Scope, SCICOM Academy, Tanjong PLC, eHomemakers (Non-Governmental Organization), Malaysia Airports (Niaga) Sdn Bhd, Ford, Mazda, Sanyo Sdn Bhd, Ferringhi Beach Hotel etc.

Venue Details

Melia Kuala Lumpur
16 Jalan Imbi, 55100 Kuala Lumpur, - 55100
Phone : (603) 2785 2828 /malaysia/kuala-lumpur/melia-kuala-lumpur

Contact us

03 2283 6109

03 2283 6100 

03 2283 6101

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

  • 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

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.

  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.
  • Secretaries
  • Personal Assistants
  • Administrators
  • Clerical Staff
  • Support Staff
  • Admin Executives
  • Personnel who is in-charge of records and filing systems
  • Quiz, slide share, brainstorm, discussion and lecture

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


  • 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

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

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