Training Effective Filling Record Management

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“Effective Filing Record Management: Strategi Pengelolaan Arsip dan Rekaman Dokumen yang Efisien, Rapi, dan Aman untuk Mendukung Kinerja Organisasi”

Description

Effective filing and records management is essential for ensuring that organizational information is properly stored, easily retrieved, and securely maintained. Inefficient filing systems can significantly reduce productivity, as employees often spend excessive time searching for documents.

This training program is designed to provide participants with comprehensive knowledge and practical skills in managing both physical and electronic records. It covers the full lifecycle of records—from creation, classification, storage, retrieval, to retention and disposal—aligned with best practices and international standards such as ISO 15489.

Through practical exercises and case studies, participants will be able to design and implement an efficient, secure, and compliant records management system within their organization.

Objectives

Understand principles of effective filing and records management
Develop structured filing systems (manual & electronic)
Improve document classification, indexing, and retrieval
Manage records lifecycle (creation to disposal)
Ensure document security, confidentiality, and compliance
Enhance operational efficiency and administrative control

Training Materials

Introduction to Filing & Records Management

- Definition and importance of records management
- Types of records (active, inactive, vital, archival)
- Role in organizational efficiency

Filing Systems & Classification Methods

- Alphabetical, numerical, subject, and geographic systems
- File coding and indexing techniques
- File naming conventions
- Standardization of document systems

Records Lifecycle Management

- Creation and capture of records
- Storage and maintenance
- Retention scheduling
- Archiving and disposal procedures

Manual & Electronic Filing Systems

- Physical filing systems and storage
- Electronic Document Management System (EDMS)
- Digital filing best practices
- Scanning and document digitization

Document Control & Compliance

- Document control procedures
- Version control and tracking
- Audit trail and documentation
- Compliance with ISO standards and regulations

Security & Risk Management

- Data protection and confidentiality
- Access control and authorization
- Risk management in document handling
- Backup and recovery systems

Improving Efficiency in Filing Systems

- File plan development
- Retrieval and tracking systems
- Reducing document search time
- Workflow optimization

Audit & Continuous Improvement

- Records audit and evaluation
- Performance measurement
- Identifying system gaps
- Continuous improvement strategies

Case Study & Practical Workshop

- Designing a filing system
- Classification and indexing exercises
- Records lifecycle simulation
- Group discussion & feedback

Participants

Administration & Office Staff
Document Controller / Records Officer
Secretary & Personal Assistant
Legal & Compliance Staff
HR & General Affairs Personnel
Anyone responsible for document management

Training Methods

Interactive presentation
Case studies
Hands-on exercises
Group discussion
Practical simulation

Time

Venue

- Ibis Styles Hotel Yogyakarta
- Ibis Styles Hotel Malang
- Quest Hotel Darmo Surabaya
- Harris Seminyak Hotel Bali
- Gino Feruci Hotel Bandung
- Dreamtel Hotel Jakarta
- In House Training*
- Online Training*