Electronic Document Management Systems (EDMS) Essentials

Introduction:

Information is a valuable asset for organizations, regardless of how it is originally produced or collected. However, the complexity involved in archiving this information is growing. This EDMS (Electronic Document Management Systems) course focuses on finding an efficient approach to archiving information from its creation to its final disposal.

Establishing an efficient archiving method is crucial, as it can lead to significant cost savings and improved organizational performance. Participants will be trained on electronic document management, moving away from hard copies, which consume both space and time.

Objectives:

This EDMS course will enable participants to:

• Develop a strategic plan for enhancing records management processes.
• Align the records management program with the company’s overall goals and objectives.
• Contribute to the enterprise content management initiatives within their organization.
• Prepare their organization for Information Governance, extending beyond IT Governance.
• Help their organization balance the requirements for privacy with the need for record accessibility.

Training Methodology:

• Expert-led lectures
• Interactive case studies
• Group discussions
• Real-world simulations
• Peer reviews and feedback sessions
• Software demonstrations and training

Course Outline:

Unit 1: Introduction to EDMS

• Understanding the benefits of an electronic document management system.
• Introduction to the key concepts and drivers of Engineering EDMS.
• Addressing the issue of paper overload.
• Envisioning a paperless world.
• Developing policies and procedures for managing documents.

Unit 2: EDMS Components and Document Capture, Distribution, and Browsing

• Document scanning methods
• OCR and image processing
• Practical applications
• Document retrieval process
• Capturing documents
• Strategic planning related to records management

Unit 3: Strategy and Understanding Key Elements

• Creating a document and records management strategy
• Basics of Information Governance
• Key terminology
• Managing data assets
• ISO 15489 Overview (Part 1 and Part 2)
• Introduction to document and records management

Unit 4: Paper Records Processing System

• The role of paper desk organization in records management
• Paper alternatives and e-mail routing
• Evaluating the effectiveness of information storage and filing systems
• Classification, cross-referencing, and indexing in paper-based storage

Unit 5: Concepts and Setup Components

• Developing classification schemes
• Methods for searching and retrieving
• Implementing controls and ensuring security
• Utilizing metadata and indexing techniques
• Managing the document lifecycle
• Capturing, storing, and managing content
• Preserving and archiving
• Presentation and delivery of documents
• Understanding legislation, standards, and regulations
• Using other document sources like word processors and spreadsheets
• Creating forms

Unit 6: Document Management

• Implementing document control measures
• Tracking revisions, versions, and history
• Creating audit trails
• Building impactful reports
• Live system demonstration
• Demonstration of forms
• Filling out and saving forms/data administration

Unit 7: Document Distribution

• Executing workflow management frameworks
• Overview of EDMS applications
• Document creation processes
• Tracking and closure
• Interactive EDMS functionality demonstration
• Fundamentals of electronic mail systems in EDMS
• Concepts and demonstrations

Unit 8: Document Browsing

• Navigating within EDMS using various methods, including application/independent viewers
• Annotation techniques using sticky notes and redlining