Document management allows you to efficiently structure all of your organization's digital documents so that they remain available and easily accessible. This is all the more imperative since the volume of documents can be considerable and they can be stored "anywhere". That is to say locally, on a server, in the cloud, depending on the habits of each and everyone. The lack of uniform and consistent document management practices can greatly hinder business efficiency. With this document management training, you will learn how to build a simple and efficient document structure, maintain it and use the tools that will make it possible. You will also see what the best practices are in document management and will be able to define the rules to adopt and disseminate to the members of your company.
Objectives
At the end of the training, the participant will be able to apply good document management practices.
Is it for you ?
All persons who will initiate, supervise or execute an improvement process.
Content
Segment 1: Introduction and objectives
A bit of history to understand the importance of Electronic Document Management nowadays and its evolution. Documents are at the heart of our work processes and it is essential to take care of the document management process and give it the importance it deserves.
To ensure that all users and collaborators speak the same language, we review the important terms to know in document management.
Segment 2: How to implement a new document management system in four phases
- 1Analysis
Ensure the transition from analysis (and diagnosis) of the situation to management approval of the new system. This step covers all preparation activities and their impact on stakeholders, to better anticipate their reluctance and encourage their support.
- 2Design
It is during the implementation and design phase that the rules, procedures and structure chosen must be selected, defined and documented. What is the document management policy, what is the classification scheme, what are the retention and disposal rules...
- 3Implementation
How to ensure the implementation of the new system. The transfer of information to the new structure takes place: activities must be coordinated and users must be not only informed of the changes but also trained (to respect the document management policy, to know how to use the new system to record, index and retrieve documents). What communication to put in place to communicate the right information, at the right time.
- 4Maintenance
Maintaining the chosen system is essential after all this work. To avoid drifting or the resumption of bad habits, good document management involves
- Planning control activities
- Ensuring follow-ups
- Making the necessary corrections
- Reinforcing good practices internally
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Segment 3: How to be efficient in the digital age.
We will cover the essential points and tools to know and use to be efficient in the era of digital document management.
- Selecting the right tools
- Mastering them to benefit from them on a daily basis
- Optimize your workstation.
💡 Useful information
Our training sessions are offered in Montreal or Quebec City, in person or in virtual format. Dates and locations are provided when you select your session below. If you have any questions regarding registration, schedules, the language of instruction, or cancellation policies, please consult our FAQ .
Trainers
Private or personalized training
Do you have several employees interested in the same training course? Whether in person at your offices or remotely in virtual mode, we offer private training courses tailored to your team's needs. Group rates are available. Contact us for more details or request a quote online.
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