How to Create an Effective Records Filing System in by loe13858


									 How to Create an Effective Records & Filing System in your Company

HEADWAY     These days, the file room can be a real pressure cooker.
            You have to handle more and more documents all the
            time, space is at a premium, budgets are shrinking, and
            everybody wants everything yesterday.

              Inefficient document management and poor use of
              space drastically effects a company's financial

            To add to this, the news is always full of stories about
            companies getting into trouble over mishandled files,
            and suddenly people want to know what's happening
            with your "Records Management program". What do
            you say? Like most companies, you've got basic
            systems for filing information, but are you really
            managing your records?

            SPEAKER S. Eddie @ Adikalsamy

S09/03/01       DATE 04-05 March VENUE Holiday Villa Hotel, Subang Jaya Time 9am-5pm Duration 2 Days
 How to Create an Effective Records & Filing System in your Company
      How to Create an Effective Records                                                               COURSE OUTLINE
                                                                                                       MODULE ONE
      & Filing System in your Company

                                                                                                       THEORY & PRACTICES IN RECORDS MANAGEMENT
                                                                                                       • Record management is a technique in management.
                                                                                                       • Life cycle of records – creation, usage/maintenance and disposition.
      COURSE OVERVIEW                                                                                  • Categories of records.
      We often hear a business is only in good operations if records and files are managed well.       • Benefits of Records Management Programme.
      All correspondence with clients, financial information, market and clients’ facts are kept in    • Types of records.
      files. With inefficient records management practices, your organisation can lose time,           • Uses and importance of records to an organisation.
      money and information.                                                                           • Use of electronic media in Records Management.

      The basic objective of a good filing system is to be able to find the record you need quickly
      and economically, regardless of its format. The goal of a good filing system is to provide       MODULE 2
      quick access to information. Files management is integral to records management.                 FILE OPERATIONS
      Records Management is the application of systematic control to recorded information. It          • Opening and closing of files.
      is a logical and practical approach to the creation, maintenance, use and disposition of         • Correspondence and files.
      records and, therefore, to the information that those records contain. Files Management          • File titles and classification in a filing system.
      applies records management principles to both paper and electronic records created and           • Use of practical file covers.
                                                                                                       • Minute paper – its uses and functions.
      used by a single office. Files management ensures the use of information. It ensures that
                                                                                                       • Control of records / file movement.
      records are able to be retrieved when needed.
                                                                                                       MODULE 3
      The purpose of this programme is to provide a guideline for establishing and maintaining
                                                                                                       SECURITY AND CHARACTERISTICS OF AN EFFICIENT RECORDS ROOM
      the records and files of your organisation by the most efficient and economical means            • Suitability.
      available.                                                                                       • Basic requirements.
                                                                                                       • Restrictions.
      COURSE METHODOLOGY                                                                               • Control of environment, pest & enemies of records.
      The program will use a range of interactive activities - group and individual exercises,
      case studies and discussions. There will also be formal inputs of theory and models. The
      aim is to provide a focus for action that will maximise learning.                                MODULE 4
                                                                                                       RULES AND REGULATIONS GOVERNING RECORDS MANAGEMENT
      The approach used is "Experiential Learning" and is geared towards effective application         • Acts and Ordinance.
      of what has been learned in order to maximise the value of the course to both the                • Directives and related circulars.
      individual participant and his/her organisation.                                                 • Awareness on the existence of various rules pertaining to Records Management.
                                                                                                       • What is our responsibility?
      •    At this program conclusion, participants should be able to:                                 MODULE 5
      •    Better awareness of the importance of proper records management.                            LAST STAGES IN RECORDS MANAGEMENT
      •    Ability in organizing the records of an organization more systematically and efficiently.   • What happens to records?
      •    Able to increase basic knowledge on Records Management.                                     • Different values of records and its usage.
      •    Able to increase efficiency in processing the records / files of an organization            • How to determine the methods of disposition of records?
           especially on the aspect of arrangement, keeping, filing, retrieving, maintaining and       • Activities involved in disposition of records.
           dispositioning of records.
      •    Good and efficient Records Management practices will result and increase in

          •Office Administrators         •Administration Assistants
          •Executive Secretaries         •General Clerks
          •Department Secretaries        •Those seeking to have a proper management of
          •Personal Assistants            files and records in their respective organization
          •Executive Assistants

S09/03/01          DATE 04-05 March VENUE Holiday Villa Hotel, Subang Jaya Time 9am-5pm Duration 2 Days
 How to Create an Effective Records & Filing System in your Company
                                                                GROUP ATTENDANCE IS HIGHLY
      SPEAKER'S PROFILE                                         RECOMMENDED                                                 WHY CHOOSE US

      He has wide experience in the field of Filing and         It is both practical and effective for companies to send    Every HEADWAY training programme comes in a
      Records Management. He was formerly with the              several executives to the training programme at the same    comprehensive package. We strive to provide the best to
                                                                time in order to reap the benefits of shared management     each participant, ensuring that each and every one gains
      National Archives of Malaysia for more than 25 years      perspectives.                                               the most out of the programme before, during and after
      where he was involved in Records Management work
      including conducting training programmes.                 Training grant is available under the PSMB – SBL Scheme.    Qualified Trainers/Facilitators
                                                                We are an Approved Training Provider – Serial No.: 0897.    • All HEADWAY programme trainers or facilitators are
                                                                                                                            professionals and experienced practitioners in their respective
                                                                Please apply through your HR Department at least 30 days
      He started his career as an Archives Assistant            prior to the event.
                                                                                                                            Certificate Of Participation
      in 1976 and retired as a Senior Assistant                                                                             • A certificate of participation from HEADWAY Training &
      Archivist with the same organisation in                   A complimentary book on “Inspirational 'Quotes' by          Development Centre, acknowledged by our professional trainers,
                                                                World's Greatest Personalities” will be given to all        will be awarded to every participant at the end of each
      1998.                                                     registered participants.                                    programme.

                                                                                                                            Participant's Course Manual
                                                                                                                            • Each programme comes complete with a comprehensive
      Mr. Eddie, while serving in the organisation              CERTIFICATE OF PARTICIPATION will be presented upon         course manual that may include research documents, articles,
                                                                the completion of the training programme as evidence to     write-ups, sample letters, Q&A and more. This manual serves as
      has trained extensively within the                        your personal and professional development.                 a useful reference guide for participants when applying the
      organisation and for other government                                                                                 concepts introduced in the programmes.

      agencies both locally and internationally. He             COMPREHENSIVE COURSE MANUAL                                 Post-Training Tele-Advisory Service
                                                                A compilation of valuable information, case studies and     • HEADWAY offers one (1) month of post-training tele-advisory
      has conducted numerous programmes on Records                                                                          service for all our registered participants. This valuable avenue
                                                                reading materials will be presented to all registered
                                                                                                                            allows participants to clarify and clear doubts with their respective
      Management, Filing System, Subject classification         participants.                                               trainers even after the programmes have ended.
      and indexing which is his forte. He holds a Diploma in
                                                                                                                            Satisfaction Guaranteed
      Public Relations and a Certificate in Archives Studies,   COURSE TIMING                                               • All HEADWAY programmes come with a guarantee of
                                                                Registration starts from 0815hrs onwards. Course proper     satisfaction. Should any event fail to meet the expectations of any
      London.                                                   starts at 0900hrs and ends at 1700hrs on both days. Lunch   participant, we would gladly offer a credit note (equivalent to the
                                                                and Refreshments will be provided.                          value of the course) that would be valid for a period of one year or
                                                                                                                            a full refund.
      Currently, he is an Associate Consultant with
                                                                                                                            Complimentary Management Book
      HEADWAY Training & Development Centre. He has                                                                         • As a token of appreciation for your support, HEADWAY offers
                                                                                                                            one (1) free Management Book for all its registered participants.
      conducted in-house training programmes for                                                                            We are confident that the book will complement your learning
                                                                                                                            experience with us.
      numerous organisations both for government and
      private sectors. Among them are, Education                                                                            Priority Customer Service
                                                                                                                            • Rest assured that our team members will strive to provide the
      Department, Road Transport Department, Information                                                                    kind of service that will help you maintain personal and
                                                                                                                            professional success.
      Department, Syarikat Fiberail Sdn Bhd, Syarikat
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      many others.                                                03-5511 8761 03-5511 8763          excerpts of thought provoking articles to enrich your knowledge.
                                                                                                                            It's absolutely free for your reading pleasure.

S09/03/01        DATE 04-05 March VENUE Holiday Villa Hotel, Subang Jaya Time 9am-5pm Duration 2 Days
 How to Create an Effective Records & Filing System in your Company
      How to Create an Effective Records & Filing System in your Company

       Registration Form
      PARTICIPANT DETAILS                                                                                                                       YOUR INVESTMENT
      NAME 1 (MR/MS/MRS)                                                                      JOB TITLE                                               NO OF                        EARLY BIRD                       STANDARD
                                                                                                                                                    DELEGATES                     RATE PER PAX                     RATE PER PAX
      NAME 1 (MR/MS/MRS)                                                                      JOB TITLE                                           1 pax                            RM995 each                     RM1,195 each
      NAME 1 (MR/MS/MRS)                                                                      JOB TITLE                                           2 pax                            RM950 each                     RM1,150 each

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                                                                                                                                                COURSE REGISTRATION INFORMATION
      JOB TITLE                                                                                                                                 VENUE : Holiday Villa, Subang Jaya 9, Jalan SS12/1, 47500 Subang Jay Selangor
                                                                                                                                                Darul Ehsan Tel: 603 – 5633 8788

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      Tell us where we went wrong in a short letter to the Director.                                                                            Selangor Darul Ehsan.

S09/03/01           DATE 04-05 March VENUE Holiday Villa Hotel, Subang Jaya Time 9am-5pm Duration 2 Days

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