Document Controller Course

CERTIFIED

DOCUMENT

CONTROLLER

UNITED ARAB EMIRATES MINISTRY OF EDUCATION

INTRODUCTION : DOCUMENT CONTROL is a function or department which keeps track of all documentation, specifications and processes. The purpose is to ensure that everyone uses the correct and most current processes and specifications.

The document control function has the responsibility to manage document flow and storage in an organization through various functions and processes. These include maintaining files and using proper distribution and revision procedures as outlined at Siliconfareast.com.

Document control is used to increase the efficiency of a particular organization by controlling the versions of a particular document that are released. This ensures employees all have the right versions of a particular document. ISO standards are a set of international standards that help standardize processes within businesses and also help businesses keep adequate records, according to Intelex. Companies must understand what standards apply to their particular business and use document control measures to ensure these standards are followed.

WHO IS THE COURSE FOR ?

This intensive program is designed for those who would like to develop their career as Document Controllers or Project Coordinators or Supervisors who need to organize their documents properly.

Executive Secretary / Personal Assistant / Document Controller.

Anybody who needs an advanced Filing system for project work.

THE ELEMENTS OF A DOCUMENT MANAGEMENT SYSTEM : An effective document management solution specifies the following: • What kinds of documents and other content can be created in an organization.

• What template to use for each kind of document.

• What metadata to provide for each kind of document.

• Where to store a document at each stage of its life cycle.

• How to control access to a document at each stage of its life cycle.

• How to move documents within the organization as team members contribute to the documents' creation, review, approval, publication, and disposition.

• What policies to apply to documents so that document-related actions are audited, documents are retained or disposed of appropriately, and content that is important to the organization is protected.

• Whether a document has to be converted from one format to another as it moves through the stages of its life cycle.

• How to handle documents as corporate records, which must be retained according to legal requirements and corporate guidelines.

THE PLANNING PROCESS : The document management planning process consists of the following major steps:

Identify document management roles:

Ensure that your plans incorporate the feedback of your organization's key stakeholders, you have the best team to implement the solution, and you know who will participate in document management processes.

Analyze document usage:

After you identify who works on documents, determine the kinds of documents they work on and how they use them. This covers in the Session Identify users and analyze document usage (SharePoint Server 2010).

Plan the organization of documents:

You can organize documents in site collections, sites, and libraries.

SharePoint Server 2010 offers a range of features to help organize and store documents, from specialized sites such as the Records Repository to loosely structured libraries for quick document creation and collaboration. Within a library, you can further organize content into folders and subfolders. This covers in the Session Document library planning (SharePoint Server 2010) and Enterprise content storage planning (SharePoint Server 2010).

Plan how content moves between locations:

It might be necessary to move or copy a document from one site or library to another at different stages of its life cycle. For example, the publishing process might include moving a document from a staging site to a public Internet site. This covers in the Session "Plan the flow of content" in Document library planning (SharePoint Server 2010).

Plan content types:

Use content types to organize information about documents, such as metadata, document templates, policies, and workflow processes. This is an important step to help you organize your documents and enforce consistency across your organization. This covers in the Session Content type and workflow planning (SharePoint Server 2010).

Plan workflows:

When you plan workflows for your organization, you can control and track how documents move from one team member to another as each participant collaborates in a document's life cycle. SharePoint Server 2010 includes workflows for common team tasks such as reviewing and approving documents. SharePoint Server 2010 also supports creating and installing custom workflows. This covers in the Session Content type and workflow planning (SharePoint Server 2010).

Plan content control :

You can plan the appropriate degree of control based on content type or storage location. For example, you might require that documents in a particular library be checked out before they can be edited. This covers in the Session Versioning, content approval, and check-out planning (SharePoint Server 2010).

Plan policies:

For each content type, plan information management policies to ensure that documents are properly audited, retained, labeled, and otherwise handled according to your organization's institutional and legal requirements. SharePoint Server 2010 includes policies that implement auditing, document retention, labeling, and bar codes (to ensure that printed content can be correlated with corresponding electronic versions). This covers in the Session Information management policy planning (SharePoint Server 2010}

COURSE MODULES : Module 1: Document Management Overview Module 2: Digital Document Management System Practice

ADDRESSING AREAS Storage

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Where will we keep our documents? How much can we spend to store them?

Retrieval

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How can people find needed documents? How much time can be spent looking for them?

What technology options are available for retrieval?

Filling

:

How do we organize our documents? How do we ensure documents are filed appropriately?

Storage

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How do we protect against the loss, tampering or destruction of documents?

How do we keep sensitive information hidden?

Distribution

:

How do we get documents into the hands of people who need them?

How much can we spend to distribute the documents?

DOCUMENT MANAGEMENT SYSTEM A computer system (or set of computer programs) used to track and store electronic documents and / or images of paper documents. The term has some overlap with the concepts of content management systems and is often viewed as a component of enterprise content management systems and related to digital asset management.

DETAILED COURSE CONTENT : Module 1: Chapter 1: Solving Business-Critical Problems with Digital Document Management 1. Save Time 2. Increase Productivity 3. Increase Profitability and Efficiency 4. Increase Communication and Collaboration 5. Enable Automation Chapter 2: Document Management Basics About Digital Document Management Essential Components of a Quality Document Management System 1. Usability 2. Capture 3. Indexing and Retrieval a. Full-text indexing b. Template field searches c. Folder/file structure searches

4. Annotations 5. Storage and Archiving a. Records management considerations 6. Distribution a. Print, fax and e-mail b. Intranet and internet c. Briefcases and portable volumes 7. Workflow 8. Security 9. Integration a. Back-end integration b. Front-end integration 10. Technical considerations a. System compatibility b. Networked systems Document Controller Course 6 c. Scalability d. Hardware requirements i. Server requirements ii. Workstation requirements e. Software requirements i. Licensing requirements ii. Web deployment f. Scanning requirements g. Storage Options

Chapter 3: Conducting a Needs Assessment and Developing an Implementation Plan 1. Conducting a Needs Assessment 1.1. Analysis 1.2. Process analysis 2. Developing an Implementation Plan 2.1. Creating an implementation plan 2.2. Choosing what to outsource 2.3. Scaling from a pilot project to an organization-wide solution 2.4. Training staff 2.4.1.1. User training 2.4.1.2. System administrators 2.4.1.3. Implementation consulting 2.4.1.4. Vendor resources 2.5. Support and maintenance 3. Compliance and legal issues 3.1. Industry-Specific Issues 3.1.1. Financial Services 3.1.2. Healthcare 3.1.3. Public sector

Chapter 4: Records Management Specifics 1. What is a record?

Document Controller Course 7 2. What records must be kept?

3. What is records management?

4. What are the benefits of records management?

5. Managing digital records 6. How is records management different from document management?

7. What does a records management application do?

1. Records series and metadata 2. Linking 3. Versioning 4. Security tags and audits 5. Vital records 6. Disposition and freezing 7. Transparent records management 8. Legal considerations 8. Choosing a Records Management Application Conclusion

Chapter 5 : Worksheets Worksheet 1: Document Management System Evaluation Checklist Worksheet 2: Needs Assessment Worksheet 3: Developing an Implementation Plan Worksheet 4: Records Management Toolkit and Self-Evaluation Guide

Chapter 6: Frequently Asked Questions 1. General 2. Capture 3. Indexing 4. Viewing, printing and exporting 5. Records management

Chapter 7: Glossary of Terms

Module 2: • What is Document Control • Good Documentation • Have the Right Amount of Documentation • Documentation - The right amount • Outline Your Document Control System Procedure Work Instruction Attachments Forms • What Will You Control?

Work Instructions Forms Attachments Prints Drawings • Create Spreadsheet / Database criteria – Master Document Register [MDR].

• Record Documents • Where will you keep your documents?

• Planning Your Infrastructure • What will be best for Your Company?

• Simple Hardcopy System • Online System ( ISO Soft ware ) • Storage of documents for short & long term • Creating references • Documents of External Origin • Common Problems with Document Control: forms attachments drawings documents of external origin • Labels • Creating Indexes for individual fields.

• Updating documents using Revision method • Approval • Distribution • Keeping distribution current • Document Map • Index and tables • Cross Reference • Object • Book Mark • Protect Document • Protect File •Layout • Sending Options Sorting Method • Hyper Link • Custom Views • Different Folder Creation • Document Save in Different folder

ABOUT ZABEEL INSTITUTE Zabeel Institute established in 1988, is a leading education and Training institute for executives working in Dubai and is accredited by Ministry of education, Dubai. We offer Training Programs to professionals from various industries like administration, Engineering, Constructions, Projects, Finance & Accounts and Management, Languages etc.

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Sophisticated Lab with High End machines and Licensed Softwares.

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Vats Resource of materials for reference and course.

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Free follow up orientation seminars & Workshops & Placement Assistance.

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