Advanced Integrated Document And Records Management

Advanced Document And Records Management

8 – 11 December 2013 • The Address Hotel, Dubai Marina, UAE

Top 4 Learning Objectives 1. Understand the lifecycle of documents and records and be able to design an effective document and records management solution 2. Develop actual deliverables that are required throughout a document and records management project 3. Learn how the various project deliverables interact to provide an overall solution 4. Gain confidence to address your own organisation’s document and records management needs with specific techniques

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Advanced Document And Records Management 8 – 11 December 2013 • The Address Hotel, Dubai Marina, UAE Course Timings Registration will commence at 07:30 on the first day of the course. The course will begin promptly at 08:00 and conclude at 14:30. There will be two refreshment breaks at approximately 10:30 and 12:30. Lunch will be served at the end of each day’s session.

Course Summary This course is intended for people who have an understanding of the basics of document and records management and who wish to gain a deeper understanding of some of the techniques and steps involved in designing, implementing and running a document and records management solution.

This course provides delegates with a more detailed understanding and experience of the major deliverables when implementing a DRM solution.

This course uses a case study to take you through the typical stages of identifying, implementing and operating a document and records management solution. Exercises throughout the course get attendees to produce actual document and records management deliverables.

Day One

• • • •

Events that trigger discovery and disclosure Steps required to respond Impact on the organisation Consequences of non-compliance

Operational And Reputational Risk Objective – to consider the operational and reputational risks associated with information management and how to identify and mitigate these.

• Operational and reputation risk and the difference between them • Risk management programmes • Risk assessment • Risk mitigation Feasibility Objective – to understand the process of investigating the need for a document and records management solution.

• Why a feasibility stage is important • How to undertake a feasibility study • Main deliverables from a feasibility study • Preparing and undertaking interviews

Setting The Scene And Investigating The Feasibility Of A DRM Solution Elements Of Information Management Objective – to introduce definitions and terminology. Place information management in the context of an organisation and the other initiatives and issues.

This session will discuss: • Importance of information • Information creation through business process • Structure and unstructured data • Information life cycle • Distinction between document and records management • Document and records management processes

Information Flows Objective – to understand how information flows throughout an organisation and why a co-ordinated approach is needed to manage information: • Process flows • Assessing the usage of information Standards And Best Practices For Information Management Objective – to understand how international standards can be used to address document and records management needs.

• ISO 15489 – Records Management Standard • ISO 30300 – Management System for Records • ISO 9001 – Quality Management Standard • MoReq – European Standard For Electronic Records Management • DOD specification for ERMS • Legal admissibility – BIP0008 example for UK jurisdiction • ISO 27001 – Information security standard and overlap with information management • Standards in practice – practical approach to applying standards National, International And Global Compliance Objective – to understand how national to global regulations and legislation influence an organisation’s document and records management approach.

• Basel II • Sarbanes-Oxley • HIPPA • Privacy legislation • Local laws and legal texts Discovery And Disclosure Objective – to consider distinction between discovery (phase in a legal case) and disclosure (responding to information requests). To understand how these requirements will influence the design of a document and records management solution.

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Solution Implementation – Business Case And Design Business Case Objective – to identify elements in a successful business case.

• Types of business benefit – tangible, intangible, strategic • Categories of benefit • Assessing risk • Approaches to making a business case Solution Design Objective – to create a basic solution design based on business need.

• Factors to consider • Weighing up alternatives • Identifying the scope of the solution – physical, e-mail, web • Confidentiality and security considerations

Business Drivers For Information Management Objective – to introduce why organisations need document and record management. Drivers are dealt with in three categories: • Compliance • Governance • Efficiency

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Day Two

Document Capture Objective – to understand how best to capture information.

• Scanning • Indexing and Metadata • Controlled lists and thesauri • References and unique identifiers • Naming conventions • Version control • Problems and difficulties for users and records managers • Integration with Applications Designing A Classification Scheme And Fileplan Objective – to learn how to design a usable fileplan based on a sound classification scheme.

• Types of classification • Reasons for a classification scheme • Examples of classification schemes • Hierarchical • Case management structures • Examples of sector standards • Standards and guidelines for developing a classification scheme • Distinction between classification scheme and fileplan • How to develop a classification scheme and fileplan Metadata And Naming Standards Objective – to understand the importance and use of metadata.

• The purpose of metadata • How to capture metadata • Developing sound naming conventions Retention And Disposal Objective – to learn how to design and implement retention and disposal.

• Retention and disposal policies • Retention and disposal guidelines

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• The role of classification • Practical approach to implementing retention and disposal policies Change Management Objective – to learn how to address the challenges of getting users to change in order to support the introduction of new practices and solutions.

• Cultural impact of EDRMS • The change process • Training requirements • Promoting systems and good practice to users • Developing a change management strategy

Day Three Procuring And Implementing A Document And Records Management Solution Governance Objective – to understand the requirement for sound governance arrangements.

• Records management policy • Records management procedures Requirements Objective – to learn how develop and document requirements.

• Business process analysis • Functional requirements • Non-functional requirements • Technical requirements • Clearly specifying requirements

DRM And Emerging Technologies Objective – to discuss the challenges that new technologies are placing upon DRM and identify how to address these.

• Big data • BYOD • Cloud Computing • Mobile devices • Social media

Who Should Attend?

This course is for those who are responsible for managing documents and records, those involved in planning, developing and implementing a DRM solution and those wishing to learn more about how to plan, implement and operate a document and records management solution.

Anyone wishing to increase their level of understanding and expertise in document and records management will also benefit from this course.

Meet Your Expert Course Leader Richard Jeffrey-Cook CITP MBCS FIRMS

Selecting A Solution Objective – to understand how to select a suitable solution and supplier.

• Procurement approaches • Developing an ITT • Creating evaluation criteria and evaluating responses • Supplier demonstrations • Reference site visits Training Objective – to understand the options for ensuring that users are trained for the solution.

• Training needs analysis • Options for delivering training • Developing a training approach Implementation Planning Objective – to understand how solutions can be implemented and the challenges involved.

• Implementation options • Big bang versus phased • Options for phased rollout

Day Four Operating And Maintaining A Solution Migration Objective – to understand issues of migrating information to new systems and how to perform a migration.

• What migration is • When to migrate • Approaches to migration

Richard Jeffrey-Cook is Head of Information and Records Management at In-Form Consult Ltd. Richard has over 25 years of implementing IT solutions to both public sector and private sector organisations and has supplied information management consultancy to, and implemented systems on behalf of, organisations including the European Central Bank, UK Houses of Parliament, World Customs Organisation and The National Archives, Invest Northern Ireland, Nursing & Midwifery Council, local authorities, NHS and emergency services. In-Form Consult Ltd is a leading Information Management Consultancy helping organisations in UK, Europe and the Middle East to introduce better information management practices and implement electronic document, content, knowledge and record management systems.

Richard is a regular presenter at records management events in the UK and has previously presented at several DLM Forum meetings, IRMS conferences and IRMS group meetings. His articles have appeared in RM Bulletin and other leading magazines.

Richard was author of the Local Government Classification Scheme on behalf of the Records Management Society of Great Britain. He was a member of the MoReq2010 Project team.

Maintaining And Developing A Solution Objective – to understand the on-going requirements for maintaining and developing a document and records management solution.

• Measuring and improving performance • Developing the system in line with organisational need

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Preservation Objective – to understand the issues involved in maintaining usable document and records over time, whatever the media.

• Digital issues • Physical issues • Approaches to preservation Surveys And Health Checks Objective – to understand how to develop a survey and health-check.

• Techniques for gathering information • Selecting the right people to be involved

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The in-house training division of IIR Middle East Tel: +971 4 407 2624 • Email: CTS@iirme.com www.iirme.com/cts

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Advanced Document And Records Management 8 – 11 December 2013 • The Address Hotel, Dubai Marina, UAE FIVE WAYS TO REGISTER IIR Holdings Ltd. P.O Box 9428 Dubai, UAE

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DISCOUNTS AVAILABLE FOR 2 OR MORE PEOPLE CALL – +971 4 335 2483 E-MAIL – a.watts@iirme.com WEB BC4713 Event

Course Fee Before 22 September 2013

Course Fee Before 13 October 2013

Final Fee

US$ 3,895

US$ 4,395

US$ 4,695

Advanced Document And Records Management

8 – 11 December 2013

WOULD YOU LIKE TO RUN THIS COURSE INͳHOUSE?

Course fees include documentation, luncheon and refreshments. Delegates who attend all sessions will receive a Certificate of Attendance.

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Event Venue: The Address Hotel, Dubai Marina, UAE Tel: +971 4 436 7777 Accommodation Details We highly recommend you secure your room reservation at the earliest to avoid last minute inconvenience. You can contact the IIR Hospitality Desk for assistance on: Tel: +971 4 407 2693 Fax: +971 4 407 2517 Email: hospitality@iirme.com © Copyright I.I.R. HOLDINGS B.V.

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