Course Details

Training Course on Advanced Electronic Records and Document Management for Executive Administrative Assistants

INTRODUCTION

In the digital age, managing electronic records and documents efficiently is critical for executive administrative assistants who often handle sensitive and high-priority information. As organizations shift to paperless environments and adopt advanced technologies, there is a growing need for professionals to be well-versed in electronic records management (ERM) and document management systems (DMS). This specialized training equips executive administrative assistants with the knowledge and skills to handle electronic records, maintain compliance, enhance security, and streamline document workflows.

This course is designed to provide participants with a deeper understanding of electronic records management systems, digital archiving, data protection, and strategies to ensure the secure and efficient handling of electronic documentation. Participants will gain practical skills in organizing, storing, and retrieving electronic records, ensuring compliance with legal and organizational policies, and utilizing modern tools for effective digital document management.

This advanced training on electronic records and document management will empower executive administrative assistants to confidently manage digital records, comply with regulatory requirements, and improve overall office efficiency. Participants will leave with practical strategies and tools to securely handle electronic documents, enhance collaboration, and streamline workflows within their organization.

Duration

5 days

COURSE OBJECTIVES

By the end of this training, participants will be able to:

1. Understand the fundamentals of electronic records management (ERM): Learn the key concepts, principles, and importance of ERM in modern organizations.
2. Effectively use document management systems (DMS): Gain hands-on experience with advanced document management tools and techniques for organizing, storing, and retrieving digital files.
3. Ensure compliance with data protection regulations: Understand legal frameworks such as GDPR, HIPAA, and other compliance requirements for managing sensitive electronic records.
4. Implement secure document handling procedures: Learn best practices for securing confidential documents, encryption, and access control.
5. Improve workflows for electronic document processing: Streamline document creation, collaboration, and approval processes through advanced features of DMS.
6. Optimize digital archiving strategies: Implement strategies for long-term digital archiving and electronic records retention.
7. Manage version control and document integrity: Learn techniques to ensure accurate version control, tracking, and maintaining document authenticity.
8. Handle electronic records during audits or legal processes: Understand the role of electronic records in audits, e-discovery, and legal proceedings.

COURSE CONTENT

Module 1: Introduction to Electronic Records Management (ERM)

• Overview of ERM: Key concepts, benefits, and challenges
• The role of ERM in modern organizations
• Differences between traditional and electronic records management

Module 2: Document Management Systems (DMS)

• Introduction to popular DMS platforms (SharePoint, Google Drive, etc.)
• Organizing and categorizing electronic documents efficiently
• Searching, retrieving, and sharing digital documents securely
• Integrating DMS with other office systems and tools

Module 3: Compliance and Legal Requirements

• Overview of data protection laws: GDPR, HIPAA, and others
• Policies for managing sensitive and confidential electronic records
• Understanding legal holds, retention schedules, and destruction protocols
• Ensuring compliance during audits and legal processes

Module 4: Data Security and Access Control

• Implementing strong encryption and authentication measures
• Access control methods and user permissions for document security
• Secure file-sharing protocols and protecting data from breaches
• Responding to cybersecurity threats and risks

Module 5: Workflow Optimization in Document Management

• Automating document creation, review, and approval processes
• Using workflow tools for collaboration and task delegation
• Reducing manual document handling through automation and templates
• Best practices for efficient document storage and organization

Module 6: Digital Archiving and Retention

• Strategies for long-term digital archiving
• Retention policies for electronic records and handling obsolete data
• Managing large volumes of data while maintaining accessibility
• Ensuring the integrity of archived records over time

Module 7: Version Control and Document Integrity

• Implementing version control systems for electronic documents
• Ensuring accurate tracking of changes and updates
• Methods to maintain the authenticity and integrity of documents

Module 8: E-Discovery and Legal Preparedness

• The role of electronic records in legal discovery and compliance
• Preparing for audits and legal investigations with organized records
• Ensuring accurate and timely access to electronic records in legal cases

CERTIFICATION

• Upon successful completion of this training, participants will be issued with Macskills Training and Development Institute Certificate

TRAINING VENUE

• Training will be held at Macskills Training Centre. We also tailor make the training upon request at different locations across the world.

AIRPORT PICK UP AND ACCOMMODATION

• Airport pick up and accommodation is arranged upon request

TERMS OF PAYMENT

• Payment should be made to Macskills Development Institute bank account before the start of the training and receipts sent to info@macskillsdevelopment.com