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.
Duration
1 day
Schedule
See training dates for details
Regular fee
$540
Preferential fee
A preferential rate is offered to public institutions, to members of certain professional organizations as well as to companies that do a certain amount of business with Technologia. To know more, please read the "Registration and rates" section on our FAQ page. Please note that preferential rates are not available for online training courses. Discounts cannot be combined with other offers.
$485
Objectives of the training
At the end of the training, the participant will be able to apply good document management practices.Targeted audience
All persons who will initiate, supervise or execute an improvement process.Prerequisite
NoneTrainers
Course architecture
In this training you will see:
The practices to adopt to allow users to easily find a document, avoid unnecessary duplication, reduce the costly use of storage space, consult the right versions of documents, use documents in a secure manner and control the document management process in place. Our method of optimizing electronic document management is inspired by 5S organization methods.
The practices to adopt to allow users to easily find a document, avoid unnecessary duplication, reduce the costly use of storage space, consult the right versions of documents, use documents in a secure manner and control the document management process in place. Our method of optimizing electronic document management is inspired by 5S organization methods.
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.
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
1-Analysis
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.
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.
2-Design
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...
3-Implementation
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.
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...
3-Implementation
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.
4-Maintenance
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
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
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
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
Pedagogical details
Training architecture
- Theoretical and interactive presentations - Exercises based on case examples - Practical exercises - Specific action plan developed throughout the day by each participant according to their situation
Private or personalized training
If you have more than 8 people to sign up for a particular course, it can be delivered as a private session right at your offices. Contact us for more details.
Request a quoteDuration
1 day
Schedule
See training dates for details
Regular fee
$540
Preferential fee
A preferential rate is offered to public institutions, to members of certain professional organizations as well as to companies that do a certain amount of business with Technologia. To know more, please read the "Registration and rates" section on our FAQ page. Please note that preferential rates are not available for online training courses. Discounts cannot be combined with other offers.
$485
Private or personalized training
If you have more than 8 people to sign up for a particular course, it can be delivered as a private session right at your offices. Contact us for more details.
Request a quote