For an efficient management of digital documents
In the all-digital era, the proliferation of files, emails, and cloud platforms can quickly turn a company’s information assets into utter chaos.
Searching for the right document at the right time results in a considerable waste of time and major compliance risks. How can you structure information so that it is accessible, secure, and sustainable?
This training course will guide you step by step through the implementation of rigorous practices and electronic document management (EDM) systems tailored to your organization’s specific needs.
Is it for you ?
All persons who will initiate, supervise or execute an improvement process.
Prerequisites
No technical prerequisites are required. However, a basic understanding of the Windows environment and the Office suite (or Microsoft 365) is recommended to fully grasp directory concepts.
What You'll Walk Away With
- ✓ Productivity gains: Drastically reduce the time your teams spend searching for lost or misnamed files.
- ✓ Security and compliance: Ensure that sensitive documents are protected and that legal retention periods are met.
- ✓ Easier collaboration: Put an end to the proliferation of multiple versions of the same file with clear naming and sharing rules.
- ✓ Successful digital transformation: Lay the groundwork for your organization’s successful transition to a “paperless” environment.
Training content
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.
2 How to implement a new document management system in four phases
- 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.
- 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...
- 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.
- 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 followups
- Making the necessary corrections
- Reinforcing good practices internally
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.
📌 Practical information
Our training sessions are offered in Montreal or Quebec City, in person or in a virtual classroom. Dates and locations are specified when you select your session below. If you have any questions, check out our FAQ.
