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.
