Managing & Organising Electronic & Paper Records

25-26 Mar, 2024, Wyndham Grand Bangsar Kuala Lumpur (Formerly Known As Pullman Bangsar Kuala Lumpur)

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RAVI KANA

 

Ravi started as a sales executive and he has since worked his way up to become the Managing Director of an organization that specializes in Records and Information Management providing various solutions from Filing systems, Storage solutions & products.

 

File Equipments such as Compactors, Cupboards and Racking, Offsite Records Center managing more than 5 Million Customer Files, barcode and RFID solutions, scanning and digitizing of records and Electronic Records Management Software as a Service. He introduced a revolutionary filing system called Actual Jopa Binder from Sweden to the Malaysian market in 1991 and has helped more than 200 companies redesign their filing and archiving system for better efficiency, productivity and cost effectiveness.

 

An honors graduate in Hotel Management from Toulouse, France and currently doing a distance learning program with the Institute of Chartered Records Managers, USA(ICRM) to became a Certified Records Manager (CRM) which is a highly recognized and professional International Records Management Certification. Furthermore, Ravi has had different exposures within the organization. He has been managing different aspects of the business from Business Development to Purchasing, Banking, Finance, Production and Top Management which gives him both a functional as well as holistic experience.

 

He also works very closely with the Government bodies involved in Records Management such as Arkib Negara Malaysia, Arkib Negeri Sabah, Ketua Pegawai Keselamatan Negara(Chief Government Security Officer), Mampu and Jabatan Perkhidmatan Awam. He was invited to speak to more then 800 top officers from the public sector in a convention organised by the National Archives of Malaysia in 2007 entitled “Rekod Asas Akauntabiliti dan Integriti Negara”

 

He has 30 years of working experience helping many organizations to better manage their records. In wanting to help companies manage their records better, Ravi developed this training program in 1996 and has since implemented it for many companies.

 

His passion to help companies set up proper systems and improve work processes and develop their people to become better has helped organizations achieve higher productivity and thus reduction in expenses and increase in profitability. He is a very dedicated trainer whose main interest lies in the area of motivating people to continuously manage records professionally. His managerial training and various training experiences stand to ensure the molding of candidates to facilitate the expansion of their various organizations.

 

Amongst some of the organizations he has trained before were Park Royal Hotel, Sunrise Berhad, International School of Kuala Lumpur(ISKL), Razak school, Malaysia-France Institute, Negeri Sembilan Cement Industries, Jabatan Perkhidmatan Awam, Kementerian Kesihatan, Majlis Perbandaran Mentakab, Lembaga Kemajuan Pertanian Pahang, Malaysian Productivity Center, Tenaga Nasional Berhad, Mindef, Proton, Perodua, Volvo, eCommerce Dot Com, Ptptn, Securities Commission, West Port Bhd, Hewlett Packard, CIMB Bank, PKNS, PJ Indah, Encorp Bhd, HSS Integrated, FIC Integrated Property Management, CRRC Kuala Lumpur Maintenance, Jupem, Techart, Telekom, Kementerian Tanah & Galian & all 108 Land Officer in Malaysia, Transwater-Api, Brunei Investment Agency, SUDC, Sabah Port, Sarawak Forest Corporation, Healthcare Technical Services, University Hospital, Columbia Hospital, Hospital Klang, Felda Investment Corporation and many more.

Venue Details

Wyndham Grand Bangsar Kuala Lumpur (Formerly Known As Pullman Bangsar Kuala Lumpur)
Jalan Pantai Baharu, Jaya Tower 3,
Phone : 03-2298 1888

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
  • Module 1 : Theory of Pracatices in Managing Office Records
  • Module 2 : Indexing & Naming Procedures for Records
  • Module 3 : Classification/Taxonomy of Office Records
  • Module 4 : Records Equipment & Security for Records
  • Module 5 : Records Retention & Disposition Schedule
COURSE IBJECTIVE
This course is mainly to improve both electronic and paper records management for better retrieval, control, compliance to law and statutory requirements, cost reduction and to improve organisation efficiency, productivity and profitability.
AFTER ATTENDING THIS COURSE YOU WILL RETURN TO YOUR JOB…
  1. Being able to easily retrieve records when needed within 3 minutes.
  2. Safeguarding the companies vital and important records and protecting the organisation for any legal and statutory chalenges.
  3. Being able to determine how long to keep records and proper methodology on destroying records.
  4. Saving too much space allocated for storing on inactive and old files.
  5. Saving capital expenditure on buying filing cabinets, racks, safe etc.
  6. Formalizing and standardising the naming of all electronic records of all staff.
  7. Making it easy to find records even though staff are not available.
  8. Improving records management by centrally storing all files in server or the cloud.
  9. Improving security of records and preventing theft, sabotage etc.
  10. Setting up a proper active and inactive file/ records storage.
  11. Filing equipment, better quality file folders, inactive storage equipment n facility.
WHO SHOULD ATTEND
  • Office Managers
  • Executives
  • Office Administrators
  • Clerical Staff
  • Document Controllers
  • All Staff dealing with files
METHODOLOGY
  • Interactive lectures
  • Teaching the Concepts
  • Showing real life implementations using photos, videos and samplea, practical exercises/ workshop to implement what was thought.
  • Learning and making correction to wrong practices
  • Action Plan for implementation
DAY 1
9:00

MODULE 1: THEORY OF PRACTICES IN MANAGING OFFICE RECORDS

  • What is Records Management
  • Why implement a Records Management Program for your office.
  • Is Office Documents the same as Office Records?
  • Definition of Records
  • Electronic Records Management versus Paper Records Management
  • Characteristics of Records
10.45

MODULE 1: THEORY OF PRACTICES IN MANAGING OFFICE RECORDS (cont.)

  • Status of Records – Active, Inactive, Long Term, Short Term, Vital, Hold
  • The Lifecycle Concept for managing office records.
  • What does Records Management include/Instruments of RIM/ISO 15489
  • Retention & Disposition of Records
  • Who is responsible for Records Management?
1:00 Lunch
2:00

MODULE 2: INDEXING & NAMING PROCEDURES FOR RECORDS

  • What is Indexing & why is it an important instrument in managing office Records.
  • Metadata – Definition in ISO 15489 and what it means.
  • Keyword Identification process
  • Practical Workshop 2 – Identifying Keywords of Records
3:45

MODULE 2: INDEXING & NAMING PROCEDURES FOR RECORDS (cont.)

  • What is an Index Listing & how to prepare it.
  • Practical Workshop 3 – Preparing an Index.
  • Procedure & Rules for Naming Electronic Records
  • Practical Workshop 3 – Naming Electronic Records for easy retrieval
5:00 End of Day 1
DAY 2
9:00

MODULE 3: CLASSIFICATION/TAXONOMY OF OFFICE RECORDS

  • The Goal & Components of a Good Office Records Management System
  • Instrument No 1. – Classification
  • The 6 Steps to develop a successful Classification Manual.
  • Using the Coding System to develop your Classification.
  • Practical Workshop 1 – Develop a Classification Manual
  • Using Classification to manage Folders in your Computer.
  • Managing emails in your Classification
  • Using Color Coding for Classification & Managing Office Records
  • Types of Files & smarter ways of managing office files.
  • Smart Filing System
  • Features of File Folders – Number, Subject, Date, Colour, separators etc.
  • Registering of Incoming Documents & Managing KIV Documents

10.45

MODULE 4: RECORDS EQUIPMENT & SECURITY FOR RECORDS

  • Types of Filing – Centralised, Decentralised & what equipments to use
  • Various types of Filing Equipments in the market
  • Inactive File Room – Onsite, offsite, cheaper ways of managing Inactive records-equipment & materials.
  • How to manage Inactive records so they may be easily retrieved.
  • Risk & Security for Records – Fire, Flood, Natural Disaster, Human Vandalism, Pest of Records etc
  • Methods of Protecting Records from the various risk & threats
1:00 Lunch
2:00

MODULE 5: RECORDS RETENTION & DISPOSITION SCHEDULE

  • What happens to records in the last stage of the Records Life Cycle.
  • What is Records Disposition.
  • Managing your Office – Reduce Clutter & keep office neat & organised, how to manage Inactive Files, destroying valueless files, keeping some files forever
  • Different values of records and its usage and effect on Retention & Disposition
  • Types of Records with Long Term Value, Permanent Value, Short Term Value, Temporary Value.
3:45

MODULE 5: RECORDS RETENTION & DISPOSITION SCHEDULE (cont.)

  • Practical Workshop 5 – Determine which records to keep & which to destroy
  • Practical Workshop 6 – Creating a Records Disposition List for Management
    Approval
  • Optional Workshop 7 – Developing a Records Retention & Disposition Schedule
  • Process of transferring Records to Inactive File Room, type of Inactive File Room
  • Methods for destruction of Records
5:00 End of Course