Objectives of the trainingAt the end of the training, the participant will be able to apply good document management practices.
Targeted audienceAll persons who will initiate, supervise or execute an improvement process.
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.
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.
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.
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...
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.
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
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
- 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