Training Course on Electronic Document Management System (EDMS)

Course Description

Does your organization deal with a huge number of documents? Is your document control too complex to function smoothly? Then you would require an Electronic Document Management System (EDMS) implemented within your organization. For organizations that have intensive and complex business processes, EDMS should be implemented for effectiveness. Document control is very important to ensure that no outdated documents are used and only the latest, correct, and approved documentation are used in circulation within the organization.

Out-dated and incorrect documents can cause confusion and affect business operations in terms of work quality, efficiency, and costs. These issues can bring in negative consequences like client loss, confusion within departments, and legal issues. Internal and external auditors are employed to ensure that there is no non-compliance to avoid such situations. Because handling corporate and legal documents is so important, companies invest heavily in specialized software programs to keep such flow of documents in control. These software and systems are called the EDMS systems and are usually integrated with the organization’s existing systems.

EDMS is a software system used to create, manage, track, and store important documents and information. It keeps a track of the different versions modified by authorized personnel over a period of time. It involves the digitization of information, standardizing document workflow systems, and records management systems. It aims to get rid of the hard copy papers which consumes space and time.

Phoenix Center for Policy, Research and Training has designed this training program for participants that belong to departments and functions that oversee back-office processes or involved in a lot of repetitive documentation processes. Implementing EDMS is a kick-start to digital transformation goals within a company. Going digital with processes heads towards automation, analytics, and modernized technological business operations.

Course Objectives

Upon the successful completion of this Training Course on Electronic Document Management System (EDMS), participants will be able to:

• Understand the fundamental concepts of Document Management Systems
• Understand the document lifecycle process.
• Comprehend the principles of unified archiving and indexing procedures.
• Create action plans for document and records management framework.
• Manage and control the flow of documents within departments.
• Understand the concepts of scanning, indexing, and archiving of documents.
• Automate office support functions that involve documentations.
• Understand the compliance requirements of ISO 9000 and other regulatory bodies.
• Know the different technologies available and involved in EDMS.
• Engage in Automation of processed and business workflow systems.
• Ensure proper approval processes are followed during the document flow.
• Identify version and revision change during the history of the documents.

Training Methodology

Phoenix Center for Policy, Research and Training has developed this Training Course on Electronic Document Management System (EDMS) to be very practical, engaging concepts and best-practices in the industry. The course is designed to be highly collaborative, interactive, challenging and stimulating. It will be an instructor led training and will be delivered using a balanced combination of lectures, presentations, and practical sessions, to ensure that participants learn end-to-end knowledge of EDMS applications. It will also comprise of discussions, web-based tutorials, role plays, group work and exploration of relevant issues. Our facilitators are seasoned industry experts with years of experience, working as professionals and trainers in these fields. All facilitation and course materials will be offered in English.

Who Should Attend?

This program is designed for all working in a document filled work atmosphere and for all those looking to build their career in the field of document management. Further, this Training Course on Electronic Document Management System (EDMS) is suitable for, but not limited to Quality Document Controller, Administrative Document Controllers, Security Document Controllers, Information and Records Management staff, Compliance Officers and Auditors, Information Security officials, and Librarians.

COURSE OUTLINE

Module 1: Foundations of Electronic Document Management System (EDMS)

• Information Management: Digitalization
• EDMS: Definition
• Purpose and Importance of EDMS
• Concept and General Principles of EDMS
• Benefits and Advantages of using EDMS.
• Differences between RMS (Records management system) and EDMS
• Challenges of EDMS systems

Module 2: Electronic Document Management Standards and Regulations

• Information and Data Risk
• Quality Management Systems - Requirements
• ISO Documentation Requirements
• ISO 9000 and other regulatory Requirements
• Control of documents and management
• Internal and External Audits
• Non-compliant documents
• Corrective and Preventive Action plan

Module 3: EDMS: Implementation and Framework

• Implementation of EDMS: Process and Strategies
• Quality Management Systems
• Analysis of the current processes
• Reviewing of existing documentations
• Revision of processes and documentation
• Implementation: The change management
• Implementation of Process maps and flow charts
• Observation, measuring effectiveness, and analysis.
• Technology options

Module 4: Electronic Document Lifecycle

• Extraction and Capture of data from documents
• Registration of the document on EDMS
• Classification of documents based on confidentiality.
• Storage of physical and digital documents
• Access and permissions to documents
• Deletion of expired Documents
• Electronic Document Management: Best practices

Module 5: EDMS Operations

• Document data capture and accuracy
• Documents Scanning
• OCR and Image Processing
• Indexing, archiving and retrievals.
• Type of documents
• Multimedia documents
• Scanner technologies
• Image Enhancement techniques
• Revisions and versions
• Historical Audit trails
• Forms creation and Management
• Document Distribution: Workflow Management
• Document Tracking

Module 6: Tools of EDMS

• Automated Information Capture
• Federated Search & Retrieval
• Collaboration Tools
• Hierarchical File Indexing & Classification
• Connected Archival Methods
• Automated Workflows
• Security & Audit Trails
• Document Metadata
• Version Control
• System-Wide Integration

Module 7: EDMS and Business Operations

• Intelligent business process management
• Business Process Automation and Workflow Systems
• Workflow Integration
• Identification of Business Processes
• Technical Specifications and Implementation Procedures
• Types of Documentation Systems
• Innovation and Digitalization
• Industry standards and best practices

Module 8: Document Control and Security

• Document security
• Multiple security levels
• Encryption
• Authoring Systems
• Card and folio-based systems
• Authentication and Authorization
• Digital Rights management
• Digital signatures
• Backups and Document Restoration

Requirements: Participants should be reasonably proficient in English. Applicants must live up to Phoenix Center for Policy, Research and Training admission criteria.

NOTE

1. Discounts: Organizations sponsoring Four Participants will have the 5th attend Free
2. What is catered for by the Course Fees: Fees caters for all requirements for the training – Learning materials, Lunches, Teas, Snacks and Certification. All participants will additionally cater for their travel and accommodation expenses, visa application, insurance, and other personal expenses.
3. Certificate Awarded: Participants are awarded Certificates of Participation at the end of the training.
4. The program content shown here is for guidance purposes only. Our continuous course improvement process may lead to changes in topics and course structure.
5. Approval of Course: Our Programs are NITA Participating organizations can therefore claim reimbursement on fee paid in accordance with NITA Rules.

How to Book

Simply send an email to the Training Officer on training@phoenixtrainingcenter.com and we will send you a registration form. We advise you to book early to avoid missing a seat to this training.

Or call us on +254720272325 / +254737566961

Payment Options: We provide 3 payment options, choose one for your convenience, and kindly make payments at least 5 days before the Training start date to reserve your seat:

1. Groups of 5 People and Above – Cheque Payments to: Phoenix Center for Policy, Research and Training Limited should be paid in advance, 5 days to the training.
2. Invoice: We can send a bill directly to you or your company.
3. Deposit directly into Bank Account (Account details provided upon request)

Cancellation Policy

1. Payment for all courses includes a registration fee, which is non-refundable, and equals 15% of the total sum of the course fee.
2. Participants may cancel attendance 14 days or more prior to the training commencement date.
3. No refunds will be made 14 days or less to the training commencement date. However, participants who are unable to attend may opt to attend a similar training at a later date or send a substitute participant provided the participation criteria have been met.

Tailor Made Courses

This training course can also be customized for your institution upon request to a minimum of 5 participants. You can have it delivered at our Training Centre or at a convenient location. For further inquiries, please contact us on Tel: +254720272325 / +254737566961 or Email training@phoenixtrainingcenter.com 

Accommodation: Accommodation is arranged upon request and at extra cost. For reservations contact the Training Officer on Email: training@phoenixtrainingcenter.com or on Tel: +254720272325 / +254737566961