Often we hear a business is only as good as its records. All correspondence with clients, financial information, market and clients’ facts are all kept in files. Training record management can be very simple or complex, from certificates in a file to a custom electronic database. There is no one way to keep records but some methods make it easier to retrieve and use the data. With inefficient filing and record management practices, your agency can lose time, money and information. This seminar will provide the solutions from hands-on experts who knows the business well.

Certification by PEAK SUCCESS ABUNDANCE – Graduates Your Colleagues

Certification by PEAK SUCCESS ABUNDANCE – With Thanks

Congratulations on Completing the Training by PEAK SUCCESS ABUNDANCE

Participants will be able to:

  • Apply the concepts of records and documentation control
  • Use the principles and practices of life-cycle records & documentation management
  • Outline the steps to be taken in developing or improving documentation and record-keeping systems
  • Establish best-practice procedures for the creation, maintenance and use of current documentation & records
  • Explain how to obtain more information on current documentation & records management issues

Administrators, Personal Assistance, Secretaries, Executives and anyone who’s involved in records management

1. THE CONCEPTS OF RECORDS & DOCUMENTATION

  • The importance of records & documents
  • Records as evidence
  • The essential characteristics of records & documents
  • Understanding the value of records & documents
  • The records life cycle and the concept of the continuum
  • The general principles of records & documentation management and record keeping
  • Users of documents & records

2. THE CONCEPT OF CONTROLLING RECORDS & DOCUMENTATION

  • The general principles of records & documents control
  • Loss of control
  • The primary level of control: the records & documents series
  • Secondary levels of control: registration, classification, indexing, tracking and appraisal and disposal

3. THE INFRASTRUCTURE FOR A RECORDS & DOCUMENTATION MANAGEMENT SYSTEM

  • Conducting a needs analysis
  • Designing the framework
  • Marketing records management
  • Establishing service targets and performance measurement

4. BUILDING SOUND RECORD-KEEPING & DOCUMENTATION SYSTEMS

  • Responding to changing requirements
  • The breakdown of records control
  • Strategic objectives of a record-keeping system
  • Analyzing the requirements of a record-keeping system
  • Clearing a backlog of closed files
  • Centralized or decentralized control
  • Introducing control functions and points of control

5. MANAGING FILE SERIES

  • Types of files
  • Arranging files within series
  • Classification and coding systems
  • Types of filing systems
  • Types of coding systems
  • Documenting filings systems
  • Arranging computer files

6. CREATING AND CONTROLLING FILES

  • The physical file
  • Filing procedures
  • Opening a new file
  • Giving files titles
  • Creating a keyword list
  • Establishing control over new files

7. DOCUMENT HANDLING

  • Types of documents
  • What is document management?
  • Receipt of inward correspondence
  • Registration of inward correspondence
  • Circulating correspondence
  • Preparing outgoing correspondence and other internally generated documents
  • Registration of outward correspondence and other internally generated documents
  • Filing correspondence
  • Handling ministerial, senior officers’ and security classified correspondence

8. MAINTAINING AND USING FILES

  • Storage and security
  • Records office equipment
  • Identifying and retrieving files
  • Controlling file circulation
  • Documenting circulation
  • Housekeeping
  • Media conversion

COURSE METHODOLOGY

This program employs adult learning techniques which include active learning strategies to facilitate understanding and retention. Participants will spend approximately 80% of the time in individual or group activities which allow them to learn, develop and practise specific skills. A workbook is used to facilitate the program and additional notes will be handed out where necessary.

RAVI KANA

Ravi Kana started as a sales executive and he has since worked his way up to become the MD of his own practice that specializes in Record Management, Filing Systems, Storage Products, Offsite Records Center and Electronic Records Management. He introduced a revolutionary filing system called Jopa from Sweden to the Malaysian market in 1991 and has helped more than 200 companies redesign their entire filing for better efficiency and productivity.

An honor graduate in Hotel Management from Toulouse, France and later became a Certified Records Manager (CRM) which is a professional International Records Management Certification. Ravi has had different exposures within the organization. He has been managing different aspects of the business from Business Development to Procurement, Finance to General Management.

He has 15 years of working experience with many organizations to help them manage their records. In wanting to help companies manage their records better, Ravi developed this program and has since implemented it for companies such as Telekom, Tenaga Nasional Berhad, Techart Sdn Bhd, PJ Indah, Ericsson, Kementerian Tanah, Ministry of Finance, Parkroyal Hotel, Dewan Bahasa dan Pustaka and many more.

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 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.