Objectives:

Upon successful completion of this course, participants will be able to:

• Design and implement a logical, user-friendly digital file structure and naming convention.
• Master the core functions and features of common Document and Records Management Systems (DMS/RMS).
• Establish and enforce digital document creation, version control, and access policies.
• Determine and implement legal and organizational retention and disposition schedules.
• Apply best practices for ensuring data security, privacy, and compliance within the DMS/RMS.
• Develop a strategy for migrating physical and existing digital files into a new system.
• Utilize advanced search, retrieval, and auditing functions within the records system.
• Champion the digital transformation process and train end-users on new systems and protocols.

Target Audience:

• Administrative Assistants responsible for filing and records
• Office Managers overseeing digital systems implementation
• Records Management Staff
• Compliance and Governance Personnel
• Executive Assistants managing sensitive digital documentation
• Anyone involved in the transition to a paperless or digital office environment

• Hands-on lab exercises with a simulated DMS/RMS environment
• Group activity: designing a compliant file naming convention and folder structure
• Case studies on successful digital transformation and records management disasters
• Role-playing: training a team on new digital filing protocols and addressing resistance
• Individual exercise: mapping legal requirements to a records retention schedule
• Technical demonstrations of advanced search, version control, and workflow automation
• Discussion on data privacy regulations and security best practices

Unit 1: Fundamentals of Digital Records Management

• Understanding the critical difference between document management and records management.
• Defining a "record" and identifying vital vs. non-essential documents.
• Reviewing regulatory requirements (e.g., HIPAA, SOX, GDPR) relevant to records.
• Establishing the business case for a formal, integrated records management system.

• Developing a logical, scalable, and cross-departmental folder hierarchy.
• Creating and enforcing consistent, descriptive, and searchable file naming rules.
• Implementing a metadata strategy for enhanced search and retrieval.
• Strategies for managing shared drives, cloud storage, and local file repositories.

Unit 2: Document Management System (DMS) Mastery

• Mastering document check-in/check-out and concurrent editing features.
• Implementing and managing strict version control and audit trails.
• Setting up automated document workflows for approval and review processes.
• Utilizing document templates and standardization to ensure consistency.

• Defining user roles, permissions, and access rights within the DMS.
• Implementing encryption and two-factor authentication for sensitive records.
• Developing policies for external sharing and secure transfer of digital documents.
• Strategies for managing document deletion, restoration, and data loss prevention.

Unit 3: Records Retention and Compliance

• Developing a comprehensive, legally compliant Records Retention Schedule (RRS).
• Mapping document types to the appropriate retention periods and legal citations.
• Implementing automated disposition (destruction/archiving) processes within the RMS.
• Understanding the process and implications of legal holds and litigation readiness.

• Distinguishing between active, inactive, and archival records status.
• Selecting appropriate file formats for long-term digital preservation.
• Managing the physical storage of residual paper records during transition.
• Planning for technology obsolescence and data migration over time.

Unit 4: Digital Office Transformation Implementation

• Developing a phased migration plan for transferring records to the new system.
• Techniques for digitizing and indexing legacy paper records efficiently.
• Strategies for cleaning up and de-duplicating existing digital file shares.
• Conducting data quality checks and verification during the migration process.

• Creating a change management plan to ensure user adoption of the new system.
• Developing clear, role-specific training materials and conducting training sessions.
• Addressing user resistance and demonstrating the system's benefits (WIIFM).
• Establishing a sustainable system governance structure and maintenance plan.

Unit 5: Auditing, Search, and Future Trends

• Mastering Boolean logic, metadata, and full-text indexing for complex searches.
• Using saved searches, alerts, and personalized dashboards for rapid information access.
• Conducting audit trails and usage reports for compliance monitoring.
• Troubleshooting common search and retrieval issues for end-users.

• Understanding the impact of Artificial Intelligence (AI) on records classification and eDiscovery.
• Exploring blockchain and distributed ledger technology for record integrity.
• Integrating DMS/RMS with other enterprise systems (ERP, CRM).
• Continuing professional development in records management best practices.