Description

Every company and individual has valuable documents and the document management training program from Gatlin International offers the training you need to begin or advance your career in the ever-evolving field of document management. We've partnered with the leading providers of document management training to offer the most convenient and affordable records management certification training available. In addition to offering high quality curricula in our state of the art, online delivery system, our records management certification programme provides students with the flexibility to learn at their own pace. Our Web-based instruction model has an inherently low cost of delivery which allows us to offer our exceptional document management training at a significantly lower cost than traditional classroom-based records management certification courses. Businesses, government agencies, non-profits, institutions of higher learning and medical facilities are just a few of the organizations that must deal with enormous amounts of documents and records daily.

A document, or record, can be anything that contains information, including paper, electronic, digital or analog, magnetic or optical, liquid or solid…. In today's technological business environment organizations need to manage these documents and records so that they are accessible in the future until they are ultimately destroyed or permanently archived.

Record and document management training from Gatlin International provides a basic overview of management terminology and procedures necessary to successfully manage records and documents in today's technological business environment. No matter what the media in question, the document or record must be managed properly and, equally importantly, legally to be of benefit to the organization. A comprehensive, legally sound, documents and records retention schedule must be employed to avoid unintentional violation of the myriad rules and regulations relating to document management .

Should your business documents be stored on paper, in an electronic format or in a microform? How is a Records Inventory conducted? What are the procedures necessary in the development of an effective, company-wide Records Retention Schedule? How are documents and records archived? Our records and document management training course provides the information you need in order to make those decisions based upon specific characteristics of the records in question. You will also learn the rules established by the Association of Records Managers and Administrators (ARMA) regarding the proper coding and filing of records and documents.

Each section in our online document management training course contains specific learning objectives, review questions, real world applications, and activities.

The document management training course provides an introduction to the profession of records, document, information management. The focus of the training is on developing the skills necessary to establish and manage a successful organization-wide document and records management programme. This course encompasses the proven "winning strategies for successful records management programs."

Upon registering in our document management training, you are given an initial six month period in which to complete the programme. Should you need more time, you may request an additional six month extension at no additional charge.

Course Objectives for the document management training course include:

• Define records management and describe the importance of managing document-based information systems in business and government.
• Describe the business justification for records management and list the major components of a formally established records management program.
• Identify the distinguishing differences among the major methods used in inventorying the records of an organization.
• Delineate the different methods used in inventorying electronic record media.
• Explain the business and legal benefits of establishing a records retention program.
• Describe the steps involved in planning and developing a records retention program.
• Discuss the legal issues of records retention program development.
• Explain how to conduct and document legal research on federal, state, and local records retention requirements.
• Describe the theory and practice of records retention decision-making.
• Explain the need for vital records protection and disaster recovery planning.
• Describe how vital records are identified and how they differ from important and useful records.
• Explain the concepts and techniques of protecting vital electronic records.
• Identify guidelines for developing vital records operating procedures.
• State the objectives of a filing system.
• Explain the differences between direct and indirect access systems.
• Identify the various types of coding systems.
• Describe the functions of an index and identify general criteria for indexing systems.
• Enumerate the arrangements, purposes, and characteristics of the different classification systems, i.e., subject, numeric, alphabetic, alphanumeric.
• Identify factors that help reduce the area and time of a records search.
• Explain the primary tools used for identifying records.
• Recommend solutions for common filing problems and for safeguarding the security and confidentiality of records.
• Describe the process for file reorganization.
• Identify the reasons for careful selection of records housing equipment and describe the criteria and considerations in selecting equipment.
• Explain principles for inventorying electronic records.
• Describe and evaluate records management software and how it is used.
• Describe bar code technology and its uses.
• Explain the fundamentals of a microfilm system.
• Explain the operation, components, and benefits of different types of cameras used for microfilming.
• Discuss the purpose of various peripheral equipment, such as processors, duplicators, jacket and aperture card loaders, and readers and reader-printers.
• Describe computer-assisted retrieval systems (CAR) and computer-output microfilm (COM).
• List the purpose, advantages, capabilities, and major components of electronic imaging systems.
• Explain the various types of optical disks and their characteristics.
• Discuss how hybrid micrographic systems are complementing electronic imaging in enterprise-wide computer systems.
• Identify the advantages and limitations of using micrographics or electronic imaging in the management of an organization's records.
• Learn what information should be gathered and how to determine the economic and technical feasibility of using an imaging system in the management of records to enable the effective design of an appropriate system.
• Explain the need and the objectives of an effective forms management program.
• Identify the program elements of a forms management program.
• Identify various types of paper-based and electronic forms.
• Explain how to establish an effective forms analysis program.
• Identify tools used in forms inventory and appraisal.
• Identify the scope and functions of mail management programs.
• Describe how automated mail handling equipment works.
• List the types of electronic message transmission systems that are used in today's modern office.
• Identify the scope of reprographics and copy control.
• State the basic principles of an effective copy management program.
• Explain how to conduct a reprographics management program evaluation.
• State the purposes and advantages of records management manuals.
• Explain the purposes and functions of a records center.
• Establish criteria for planning the requirements for a records center facility, equipment, and layout.
• Identify the different types of records storage space-numbering systems and explain the advantages of each.
• Explain the advantages and disadvantages of a commercial records center as compared to an in-house facility.
• Explain some commonly used records center search and charge-out procedures.
• Outline policies and procedures for establishing a records disposal system for a records center.
• Enumerate the duties and responsibilities of records center personnel.
• Define archives management and explain the types and functions of archives.
• Identify the criteria for appraising the value of archival records.
• Describe the principles of conservation of archival materials to ensure their permanent preservation.

Outline

The following topics are covered in depth in the document management training course:

1. What is Records Management?
   A. The Role of Records Management
   B. Classifications
   C. Value
   D. Memory of a Business
   E. Life Cycle of Paper Records
   F. Common Problems
   
   
2. Alphabetic Indexing Rules
   A. Consistency in Filing
   B. Key Unit of Names
   C. Rules of Filing
   
   
3. Electronic File Management
   A. The Database
   B. E-commerce
   C. Life Cycle of Electronic Records
   
   
4. Alphabetic Records Management, Equipment, and Procedures
   A. Filing and Storage
   B. Storage Method
   C. Storage Equipment and Supplies
   D. Straight Line Tabs
   E. Choosing the Right Equipment
   F. Six Steps in the Records Management Procedure
   
   
5. Storing, Retrieving, and Transferring Records
   A. Retention Schedule
   B. The Four Values of Records
   C. Record Cycle
   D. Common Methods of Records Transfer
   E. Software Capabilities
   
   
6. Subject, Numeric, and Geographic Records Management
   A. Advantages/Disadvantages
   B. Arrangement
   C. Index Types
   D. Coding
   E. Number Types
   F. Databases
   
   
7. Electronic and Image Records
   A. Magnetic and Optical Records
   B. Data Input Devices
   C. Copies
   D. Retention
   E. Records Safety and Security
   F. Microform
   G. RIM Software
   
   
8. Records and Information Management
   A. Elements of a RIM Program
   B. Ratios
   C. Responsibilities
   D. RIM Manual
   E. Goals
   F. Disaster Recovery
   G. Knowledge Management
   H. Records Retention Schedule

Demo

Click here to view a demo of this class.

Additional Info

Languages

English

Course Length

180.00 hours

Duration of Access

6 months

Instructor

Gail Brostrom

Prerequisites/Audience

There are no specific prerequisites for the records management certification course. The document management training course from Gatlin International is intended for professionals who want to enhance their records management knowledge or for individuals who want to jump-start their career in the records management profession.

Requirements/Materials Included

Document management training is compatible with the Windows Vista operating system.

This course can be taken on either a Mac or a PC. Students will need to have an Internet connection and email capabilities.

GES will provide the required textbooks (Records Management 8e, Study Guide, and Simulation) for this course.