Document Control Course


Course Cover

Register for this course

We are proud to offer this course in a variety of training formats to suit your needs. We use the highest quality learning facilities to make sure your experience is as comfortable as possible. Our face to face calendar allows you to choose any classroom course of your choice to be delivered at any venue of your choice - offering you the ultimate in convenience and value for money.


I Want To See More Dates...

Unfortunately, we do not have any dates scheduled at this time. Do you have a date in mind when you would like to take your training?

Request Custom Schedule

Contact Us on (+254) 715 077 817 / (+254) 792 516 000 or email us [email protected].

I Want To See More Dates...

Unfortunately, we do not have any dates scheduled at this time. Do you have a date in mind when you would like to take your training?

Request Custom Schedule

Contact Us on (+254) 715 077 817 / (+254) 792 516 000 or email us [email protected].


INTRODUCTION

This program is designed to provide expertise to those who want to develop their skills as a document controller.

At the very core of the quality management system are the management and the control of documents. If you are looking for an effective document control system, it only means that compliance is at the back of your mind. The use of out-of-date versions of documents can affect the efficiency, quality, and cause financial losses to the organization.

This course is very essential to both, those wanting to start their career in Document Control Management, and those who want to climb the ladder as a Document Controller.

Duration

5 Days

Who should attend

  • Individuals who are involved in any aspect of document control and records management
  • Professionals involved in document management strategies
  • Process efficiency executives
  • Administrators involved with managing paper and electronic documents
  • Records managers
  • Information security professionals
  • Compliance officers
  • Document controllers
  • Internal auditors
  • Document management supervisors
  • IT and enterprise content management professionals
  • IT managers
  • And all individuals seeking to enhance their skills as a document controller or who want to start their career as a document control specialist

Course Level:

Course Objectives

  • There is a stronger access control system throughout the organization
  • There is improved compliance in place
  • Greater accountability for transparency of information is noticed
  • There is a global collaboration with systemized documentation
  • Improved quality management is maintained within the organization
  • The disaster recovery plan becomes much easier to implement
  • There is a business-wide streamlining for movement and use of documents
  • It gets easy to search and navigate through documents and information
  • Comprehensive quality management systems can be put in place
  • There is better security of data and information

Course Outline

Module 1: Key Concepts of Documents Control and Information Management

  • Importance of Document Control and a Document Control manager
  • Document Control need of an organization
  • Document control vs records management
  • Information Governance
  • Information Management Strategy
  • Document Control Standards and Policies
  • ISO Standard ISO15489
  • Establishing Procedures and Guidelines

Module 2: Document Control: Definitions and Terminologies

  • Document and Records Lifecycle
  • Basics of Document flow Management
  • Capture and Storage Management
  • Preservation and Archiving
  • Metadata and Indexing
  • Letter coding methods
  • Filing and Numbering
  • File Movement procedure
  • Submittals and Transmittals
  • Searching and Retrieving
  • Controls and Security
  • Legislation, Standards, and Regulation

Module 3: Setting up a Document Control System and Framework

  • Document Control for a new project
  • Document Control Objective Analysis and Business Requirements
  • Implementation Planning
  • Identification of documents and records
  • Electronic and physical records
  • Retention and disposition
  • Implementation of procedures, policies, templates, and registers
  • Workflow Design
  • IT Infrastructure
  • Privacy and Compliance

Module 4: Document Control Compliance

  • Monitoring compliance
  • Maintaining traceability
  • MIS Reporting and Statistics
  • Reporting status of documents
  • ISO15489: Deep Dive
  • Assigning responsibilities and accountability
  • Risk and recovery: Data Disaster Management
  • Business Continuity plan
  • Internal Document Audits and controls

Module 5: Drafting Document Control Procedures and Policies

  • Document Control procedure and requirements: Tips
  • Understanding formal clauses and legal phrases
  • Processes and Procedures
  • Framing policies easy to understand
  • Producing fool-proof procedures
  • Process change and Improvisation
  • Laws, regulations, standards and business requirement
  • Transparency and Security
  • Confidentiality and Critical Documents

Module 6: Document Control Functions and Operations

  • Establish clear ownership
  • Process Change Management
  • Trained Staff and resource allocation
  • Templates for Standard usage
  • Document retention policy
  • Document Management policy
  • Document traceability
  • Security practices: Classified and Secure documents
  • Document Handling workflow
  • Document Controller: Training and qualifications

Module 7: Document Control Challenges

  • Collaboration during Document Creation
  • Document Approval & Distribution
  • Document Change Process and Control
  • Tracking of document revisions
  • Clerical nature of documentation
  • IT systems and cloud storages
  • System Integrations
  • Document errors

Module 8: Document Control Systems

  • Paperless documentation and Electronic Records Management
  • Automation and Digitalization of Documents
  • Document Management System (DMS)
  • User-friendly user Interface based in business process
  • Integrating Records Management with Business Systems and Processes
  • Securing Systems and Security

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Course Administration Details:

METHODOLOGY

The instructor led trainings are delivered using a blended learning approach and comprise of presentations, guided sessions of practical exercise, web-based tutorials and group work. Our facilitators are seasoned industry experts with years of experience, working as professional and trainers in these fields.

All facilitation and course materials will be offered in English. The participants should be reasonably proficient in English.

ACCREDITATION

Upon successful completion of this training, participants will be issued with an Indepth Research Institute (IRES) certificate certified by the National Industrial Training Authority (NITA).

TRAINING VENUE

The training will be held at IRES Training Centre. The course fee covers the course tuition, training materials, two break refreshments and lunch.

All participants will additionally cater for their, travel expenses, visa application, insurance, and other personal expenses.

ACCOMMODATION AND AIRPORT PICKUP

Accommodation and airport pickup are arranged upon request. For reservations contact the Training Officer.

Email:[email protected]/[email protected]

Mob: +254 715 077 817/+250789621067

TAILOR- MADE

This training can also be customized to suit the needs of your institution upon request. You can have it delivered in our IRES Training Centre or at a convenient location.

For further inquiries, please contact us on Tel: +254 715 077 817/+250789621067

Mob: +254 792516000+254 792516010 , +250 789621067 ,or mail [email protected]/[email protected]

PAYMENT

Payment should be transferred to IRES account through bank on or before start of the course.

Send proof of payment to [email protected]/[email protected]


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# Job Title Organisation Country
1 Registry Clerk Kenya National Highways Authority Kenya
2 Registry Clerk Kenya National Highways Authority Kenya

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