EFFECTIVE FILING, RECORD AND OFFICE MANAGEMENT SKILLS (in English)
Details
INTRODUCTION
Records management is the systematic control of an organization’s records, throughout their life cycle, in order to meet operational business needs, statutory and fiscal requirements, and community expectations. Effective management of corporate information allows fast, accurate and reliable access to records, ensuring the timely destruction of redundant information and the identification and protection of vital and historically important records.
In the "Effective Filing, Record & Office Management Skills" program, participants will be able to learn numerous methods of filing system which is both highly efficient and user-friendly. Participants will be educated on the different types of records and the degree of importance of the records.
Participants will also learn skills needed to carry out their daily function with high efficiency such as pro-activeness, good communication skills and many more.
Participants will also be guided on methods to resolve conflicts and overcome obstacles they face at their workplace in carrying out their function to create highly robust records maintenance and filing system function for the maximum benefit of the organization.
OBJECTIVES
- Understand the role and importance of data control.
- Understand the importance of effective document control function for the success of an organization.
- Grade records and data in terms of importance (high, medium and low importance).
- Design a record management system based on exclusivity depending on degree of confidentiality.
- Find solution to the common data maintenance problem.
- Store data with various highly efficient types of methods.
- Create a filing system that is robust in terms of ease of filing and maintenance and also can be retrieved with high speed and accuracy.
- Discover alternative options to data management approach.
- Learn to be pro-active in your daily working function.
- Develop good communication skills to ensure success in carrying out your duties with high professionalism.
- Learn good 5S Practice towards effective record management (based on the 5S model)
- Bring added value to the organization through constant innovative initiatives as action plans and goals for success
- Discover factors to be considered prior to choosing effective and appropriate data storage system.
Outline
COURSE CONTENTS
1. THE IMPORTANCE & PURPOSE OF TODAY'S OFFICE MANAGEMENT
How to improvise and innovate certain tasks involved in administrative and office management
Office administration in management
Role and function of the office
Office organization
Office ergonomics
Safety in the office
Office communication systems
2. THEORY & PRACTISE IN RECORDS MANAGEMENT
An overview of records management
The importance of a good records management
The goals of a good records management system
The input, process and output component
Life cycle of records
Categories and types of records
Filing system
The record supervisor and filing staff duties
3. FILING MANAGEMENT AND RETRIEVAL
Filing procedures
The aim of a filing procedure
9 criteria of a good filing management system
File titles and classification in a filing management system
Application of manual filing techniques
4 important filing principles
Control of records and file movement
4. VITAL RECORDS & RECORDS RETENTION
Identification of vital records
Classification of vital records
Methods of protecting vital records
Records selection
Drawing of retention policy
Records transfer
Disposition of records
5. APPLICATION OF 5S IN RECORD MANAGEMENT
What is 5S?
Importance of 5S in the workplace
Definition of 5S
How to apply 5S in record management
7 Seiton principles
6. OFFICE MANAGEMENT PERFORMANCE
Guidelines to set performance agreement
5 important point to consider
Shortcoming of present filing system
Action plans
Successful filing system
LEARNING METHODOLOGY
This training will be conducted using a mixture of various approaches to accelerate and enhance the learning process. Trainer will conduct individual and group workshops on relevant topics to encourage hands-on approach to records maintenance and management. Participants will also review the current practice at workplace to identify room for improvement under the guidance of the trainer. Trainer will also create opportunity for knowledge sharing among the participants and also with the trainer to further improve and optimize the records management and filing system in the participant’s respective organization.
Active learning activities are included to allow participants to engage actively in the learning process. The active learning activities are such as:
Interactive group discussions,
Group & Individual work,
Case exercise,
Educational games and
Brainstorming.
About Us
SSTC Vision Sdn Bhd Training is a Black Empowerment Consultancy specializing in learning programmes and training for the development of personal and organizational efficiency and effectiveness. The company is directed atservices to Business, Government and Institutions that wish to enhance their Human Capital.
Our expertise it’s come from various experiences Academician which is from University and also industry. Our Training centre work closely with the university and also the government agency in Malaysia.
With our past and current experience dealing with the group from various country, We are strongly confident to make a full package education-visit to Malaysia.
SSTC Training
Offers a variety of services tailored to each client. The company provides specialized expertise allowing the client's HR Department to support the organization’s strategic objectives.
TRAINING FOCUS ON
FacilitationForefront Training focuses on behavioral skills training for efficiency and effectiveness, for any service industry. The company offers organizations a reliable, high-quality alternative to in-house training for business development, market development and people development. We provide individual coaching for the acquisition of specific skills. ...
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