Description
Who To Attend:
- New Document Controllers,
- Personal Assistants,
- Documentation Officers,
- File room Assistants,
- Technical Assistants,
- Executive Secretaries,
- Company Secretaries, and
- Administrative Officers Etc.
Course Content
- Fundamentals of Document Control & Management
• Basics of Good Documentation and
Control
• Key Principles, Standards, and Terminologies
• The Role of the Document Controller
• Document control checks and gatekeeping
• Key Definitions
• Key Technologies and Functionalities - Setting up a Document Control Procedure
• Software packages used by Document Controllers
• Functionalities of Document Control Software Packages
• How EDMS can help Document Controllers - The Review and Approval Structure in Document Control Systems – Procedure and Operations
• Introduction to Document Control
• Document Control Process
• Document Identification & Naming Convention
• Document Distribution through DCC
• Document Tracking and Expediting
• Common Problems Encountered In Managing Documents - Quality Assurance versus Quality Control
• Quality Management System
• Reason for Quality Management System
• Quality Management System’s Approach - Interactions with project teams, engineering teams, managers
- How to support technical teams? How to manage work pressure
- How to manage difficult situations?
- Introduction to Electronic Document Control
• Definition of Electronic Document Control
• Importance of Document Control in Organizations
• Evolution from Manual to Electronic Document Control
• Objectives of Electronic Document Control - Benefits of Electronic Document Control
• Improved Efficiency and Productivity
• Enhanced Document Security and Access Control
• Version Control and Revision Tracking
• Streamlined Compliance and Audit Processes
• Reduced Risk of Errors and Data Loss - Quality Management Systems (QMS)
• Collaboration and Workflow Automation
• Real-time Collaboration Tools
• Workflow Automation for Approval Processes
• Audit Trails and Document History - EDMS Implementation Considerations
A. Software Selection Criteria
• Scalability and Flexibility
• Integration with Existing Systems
• User-Friendly Interface
• Security Features (Encryption, Access Control)
B. Training and Change Management
• User Training on Electronic Document Control Systems
• Change Management Strategies for Transition
C. Data Migration and Legacy Systems
• Migration of Existing Documents and Data
• Decommissioning Legacy Systems
D. Continuous Improvement and Adaptation
• Feedback Mechanisms for System Improvement
• Periodic Reviews and Audits for Compliance - Case Studies and Examples
• Successful Implementation Stories
• Lessons Learned and Best Practices
• Challenges and Solutions - Conclusion
• Recap of Key Points
• Future Trends in Electronic Document Control
• Call to Action for Implementation or Improvement
Learning Outcome
In the course of training, participants will understand the
- Fundamentals of document control
- Management of the document control process
- Procedures and operations within the Document Control process
- Quality documents and records management process of electronic document
Course Summary
This course is both for:
- Beginners in Document Control: This course gives a robust foundation for the profession, explains all the tasks and responsibilities, and contains numerous workshops and tutorials. You will acquire competencies that can be applied to day-to-day work.
- Experienced Document Controllers: Most Document Controllers learnt the discipline ‘on the job’. This course consolidates basics, formalizes knowledge, and deepens competencies. It allows experienced Document Controllers to compare their experience with common / best practices and to get recognized through the certification examination.
- And for everyone, it’s a great opportunity to network and share experiences with other Document Control professionals.
- At the end of this course, the City &Guild International Certificate can be accessed by learners.
