Effective Document Control & Records Management

16-17 Apr, 2019, Vistana Kuala Lumpur

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MR. S. ADIKALSAMY, popularly known as Eddie has wide experience in the field of Filing and Records Management. He was formerly with the National Archives of Malaysia for more than 25 years where he was involved in Records and Archives Management work including training programmes.

 

He started his carrier at the National Archives of Malaysia and retired as a Senior Assistant Archivist with the same organization. The position he held prior to his retirement was as a Training Officer at the Training and Carrier Development Branch of the National Archives of Malaysia. While serving as a Training Officer, he conducted / trained extensively within the organization and for other Government agencies both locally as well as participants from other countries. He has conducted numerous programmes on Records Management, filing system, subject classification, indexing and archiving which are his forte.

 

He has conducted inhouse training for numerous agencies both for government and private sectors. Among the few agencies that he had conducted in house programmes are; Jabatan Peguam Negara, Education Department, Polis DiRaja Malaysia, Information Department, Road Transport Department, Syarikat Fiberail Sdn. Bhd. Syarikat KUB Textile Sdn. Bhd. Syarikat Leader Cable Sdn Bhd. BP Chemical, Pustaka Negeri Sarawak, Majlis Perbandaran Pedawan, Hicom-Honda Sdn Bhd. Syarikat Sharp Roxy, Syarikat International Paint, Malaysia Airport Bhd. TNB, Bank Simpanan Nasional, Multimedia University, Kuching Water Board, Majlis Perbandaran Pulau Pinang, Universiti Putra Malaysia, Universiti Pendidikan Sultan Idris, Westports Sdn Bhd, White Horse Ceramics, Universiti Kebangsaan Malaysia, Jabatan Kerja Raya Sarawak, Majlis Perbandaran Sibu, Majlis Bandaraya Miri, Dewan Bandaraya Kuala Lumpur, Jabatan Perkhidmatan Awam , Jabatan Kerja Raya Malysia, First Unitex Tyre Retreading Sdn Bhd. Penang Port Sdn Bhd. Bintulu Port Sdn. Bhd. DRB Hicom and many others.

 

He holds a Diploma in Public Relations, and also a Certificate in Archives Studies (United Kingdom). He has attended many training programmes relating to management and administration including on Training Methodology. He is a Certified Trainer by PSMB/HRD TTT/0641.

Venue Details

Vistana Kuala Lumpur
9 Jalan Lumut, Off Jalan Ipoh, 50400 Kuala Lumpur - 50400
Phone : (603) 4042 8000

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Contact us

Juliany,
03 2283 6109
juliany@ipa.com.my

Phoebe,
03 2283 6100
phoebe@ipa.com.my 

FOR CUSTOMISED IN-HOUSE TRAINING
Jane,
03 2283 6101
Jane@ipa.com.my

ADDRESS 
A-28-5, 28th Floor, Menara UOA Bangsar, 
No.5, Jalan Bangsar Utama 1, 
59000 Kuala Lumpur
www.ipa.com.my

FOCUSING ON
  • Introduction To Document Control And Records Management
  • Control Of Documents And Filing System
  • Records Retention And Disposal
  • Control Of Security And Maintenance Of Records, Record Room
  • Procedures And Guidelines Pertaining To Disposal Of Records

    PLUS: PRACTICAL SESSION
INTRODUCTION & RATIONAL

What is document control and why do we need it ?

 

Document control is all to do with transferring information between relevant parties. We need to ensure that the information reaches end user is correct. Therefore these documents must be controlled to make sure the information contained are correct.

 

Document control in the context of records management will be the efficient and effective way of controlling and managing the records and files of an organization throughout their life span right from the time they were created until they are disposed. Proper records procedures and guidelines will ensure the proper control, well organized and managed, accurately and reliably. This will enable the organisation to retrieve them fast and efficiently.

 

Today in business very often we have to depend very much on information and documents. All documents, correspondence with clients, financial records, etc must be controlled and well kept.

 

Usually problems highlighted were, difficulty to retrieve documents, no knowledge under which folders the documents were filed, to control the filing of documents, how to name the folders etc.

 

Therefore, the staff handling company’s records need to have knowledge on controlling the various stages of records management so that documents are well controlled, organized and are able to track them as and when they are needed.

 

Hence, this course is essential and useful particularly to those who are handling records.

WHO SHOULD ATTEND
  • Secretaries
  • Personal Assistants
  • Administrators
  • Clerical Staff
  • Support Staff
  • Admin Executives
  • Personnel who is in-charge of records and filing systems
METHODOLOGY
  • Lectures
  • Case Studies
  • Group discussions
  • Group activities
 
DAY 1
9:00 INTRODUCTION TO DOCUMENT CONTROL AND RECORDS MANAGEMENT
  • Why is it that records management and document control are important for an organization
  • Terms and references, terminology
  • Benefits and advantage of practicing good record management
10:45 INTRODUCTION TO RECORDS MANAGEMENT (cont.)
  • Control in organizing the documents
  • Characteristics of records
  • Life-cycle of records
  • Q & A Session
1:00 Lunch

2:00 CONTROL OF DOCUMENTS AND FILING SYSTEM
  • Various components in a filing system
  • How to control and implement the subject classification or naming the folders
  • Use of different file covers / folders namely paper files, hardcover files, PVC files etc.,
  • Q & A Session
3:45 CONTROL OF DOCUMENTS AND FILING SYSTEM (cont.)
  • Organising the newly created folders / files – indexing
  • Tracking and control of records movement – log book etc.
  • Proper labeling / tagging the filing cabinets, shelves etc.
  • Managing vital records
  • Q & A Session
5:00 End Of Day 1
HARI KEDUA
9:00 RECORDS RETENTION AND DISPOSAL
  • Why is it disposal and retention of inactive records are so important
  • Understanding of the term disposal and how does it benefits the organisation
  • How do we control the various activities and disposal of records such as appraisal,
    retention period, values ,preparation of description etc.
  • Q & A Session
10:45 CONTROL OF SECURITY AND MAINTENANCE OF RECORDS, RECORD ROOM
  • Location and housing of both active and inactive records
  • Access to filing and records room
  • Control of environment to ensure safety and life-span of records
  • Use of suitable equipment for filing and keeping of records
  • Access to classified document.
  • Q & A Session
1:00 Lunch

2:00 PROCEDURES AND GUIDELINES PERTAINING TO DISPOSAL OF RECORDS
  • Awareness of existing procedures, guidelines and related ordinance etc.
  • Discussion, Q & A Session
3:45 PRACTICAL SESSION
  • Method of allocation of names for the folders and preparation of subject classification, uses of different file covers, application subject classification on the file covers
  • Method of appraising and evaluating the inactive records
  • Preparation of records retention schedule / description etc.
5:00 End Of Course
COURSE LEARNING OUTCOMES(CLO)
  1. Comprehend the importance of good record keeping, document control and record management practices.
  2. Proceed to organise, control documents and records from creation until disposal.
  3. Trace, manage records and documents using effective methods.
  4. Conform to guidelines and regulations when disposing records and documents.
  5. Being able to understand & gain knowledge on proper filing system