Integrated Document And Records Management

Integrated Document And Records Management 16 – 19 March 2014 • Radisson Royal Hotel, Duabi, UAE 7 – 10 September 2014 • The Address Hotel, Dubai Marina, Dubai, UAE Book and pay NOW and bring your colleague for FREE on this course only applicable for March 2014 course*

Top 5 Learning Objectives 1. Assess how to create an information/record management strategy for your organisation 2. Review international and European standards and best practice in document and records management Follow us on

3. Understand Electronic Document and Record Management (EDRM) concepts and systems 4. Develop your EDRM statement of requirements for your tender

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5. Migrate information from your existing holders to the new system without compromising the data

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Course Timings Registration will be at 07:30 on Day One. Each day will start promptly at 08:00 and finish at 14:30 with breaks for refreshments and lunch will be served at the end of each days session.

Course Outline

Day One Introduction To Information Management: Needs And Drivers Elements Of Information Management Objective – Introduce definitions and terminology. Place information management in the context of an organisation and the other initiatives and issues: • Importance of information • Information creation through business processes • Structured and unstructured data • Information life cycle • Distinction between document management and records management • Document and records management processes Business Drivers For Information Management Objective – Introduce why organisations need document and record management. Drivers are dealt within five categories: • Compliance • Governance • Efficiency • Customer service • Green Standards And Best Practices For Information Management Objective – Introduce international standards and the theory behind information management: • ISO 15489 – Records management standard • ISO 30300 – Management systems standard for records • ISO 9001 – Quality management standard • MoReq 2 – 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 – Introduce some of the compliance requirements from national to global regulations and legislation: • Basel II • IFRS • Sarbanes-Oxley • HIPPA • Privacy legislation • Local laws and legal texts

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Meet Your Expert Course Leader Malcolm Beach, Senior Consultant, In-Form Consult, UK Malcolm is a highly skilled and experienced information management business consultant/project manager with over twenty six years’ commercial experience.

This includes over twenty years in project management and twelve years document and records management. He has provided consultancy support to many organisations, both public and private sector, and has strong technical abilities as well as sound business judgment.

Over the last twelve years, Malcolm has focused on information and knowledge management, specialising in Electronic Document and Records Management (EDRM). He has provided document and records management consultancy support to many organisations in the UK, Europe, Asia and Middle East.

This has included performing feasibility studies, producing business cases, developing policies and procedures, reviewing the suitability of outsourced paper file suppliers, developing classification schemes and file plans, developing tender requirements for technical solutions, evaluating and selecting technical solutions, developing and delivering training, and providing implementation support.

This work has enabled organisations to implement appropriate solutions and to more effectively manage their information.

He is PRINCE2 accredited and is a member of the Project Management Institute (PMI), UK Information and Records Management Society (IRMS) and The Association for Information and Image Management (AIIM).

Would you like to run this course in-house?

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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Integrated Document And Records Management

16 – 19 March 2014 Radisson Royal Hotel, Duabi, UAE 7 – 10 September 2014 The Address Hotel, Dubai Marina, Dubai, UAE

Discovery And Disclosure Objective – Consider distinction between discovery (phase in a legal case) and disclosure (responding to information requests): • Events that trigger discovery and disclosure • Steps required to respond • Impact on the organisation • Consequences of non-compliance

Access Controls Objective – Understand access controls and how they apply to EDRMS: • Access control concepts • Explore the MoReq2 model • Security classifications • Digital rights management

Operational And Reputational Risk Objective – 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

Storage Objective – Understand issues and options for storage: • Types of storage - corporate, personal, temporary, backups • Electronic media choices

Day Two Document And Records Management Paper And Electronic Information Objective – Introduce issues concerning both physical and electronic documents: • Advantages and weaknesses of both • Need to manage both • Moving from paper-based to electronic-based information management • Managing emails as records • Record keeping in a web 2.0 world Introduction To Document Capture Objective – Introduce scanning and document capture: • Scanning • Indexing and metadata • Controlled lists and thesauri • References and unique identifiers • Naming conventions • Version control • Redaction • Problems and difficulties for users and records managers • Integration with applications The Role Of The Classification Scheme Objective – Explain the importance of the classification scheme to implementing records management: • 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 a classification scheme and a file plan • Tools for developing file plans

+971 4 335 2437

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Search And Retrieval Objective – Understand how to search and retrieve a record and rendition: • Search tools and methods • Results Retention And Disposal Objective – Understand how to implement retention and disposal: • Retention and disposal policies • Retention and disposal guidelines • The role of classification • Destruction and transfer • Practical approach to implementing retention and disposal policies Preservation Objective – Understand the issues surrounding preservation of physical and digital information: · Different media · File formats · Environmental factors Migration Objective – Understand issues of migrating information to new systems: • What migration is • Why migrate documents and records?

• When to migrate • Data cleansing • Responsibilities for and planning migrations

Day Three Planning For Electronic Document And Records Management Pre-Implementation Planning Objective – Introduce the concept of five streams to a successful implementation: • Business stream • Records management stream

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• • •

IT Infrastructure Objective – Understand some of the technical issues that can affect an EDRMS implementation: • Components of an EDRMS solution • Architecture of an EDRMS solution • Cost of an IT solution • Risk of failure • IT security and business continuity • Testing strategies

User stream Technical stream Project management stream

Business Case And Strategy Objective – Identify elements of a successful business case and information strategy: • Types of business benefit – tangible, intangible, strategic • Categories of benefit • Assessing risk • Approaches to making a business case • Developing your strategy Information Surveys Objective – Understanding how to undertake an information survey: • Identifying the purpose of an information survey • Techniques for gathering information • Documenting the findings of an information survey Business Requirements Objective – Consider how business requirements can be gathered: • Business process analysis • Link to information

Pilots And Model Offices Objective – Identify the reasons for, and how to undertake, pilots or model offices: • Distinction between pilot and model office • Benefits, advantages and disadvantages • Planning considerations Roll Out Objective – Be able to plan and execute an EDRMS implementation: • Pre-conditions necessary for a roll out • Outline plan • Nature of activities involved • Fall-back position Administration, Management And Development Of An EDRMS Objective – Understand the on-going requirements for maintaining and developing EDRMS: • User administration • Maintaining information architecture – classification schemes, metadata • Security administration • Storage requirements • Measuring and improving performance • Developing the system in line with organisational need

System Requirements Objective – Consider how system requirements can be gathered: • Functional requirements • Non-functional requirements Users And User Involvement Objective – Examine the requirements and contribution of users: • User interface • Cultural impact of EDRMS • Training requirements • Promoting systems and good practice to users

Who Should Attend?

This course is designed for those with managerial responsibility at a corporate and operational level for:

Day Four

• Document and records management

Selecting And Implementing EDRMS

• Office management

Options For Electronic Documents And Records Management Objective – Consider options for Electronic Documents and Records Management (EDRMS) • What is an EDRMS? • What are the alternatives?

• Current debates on electronic document management and record keeping • Deciding the best option for your organisation

• Operational management • Information management strategy • Business development • Information technology • Corporate information security • Compliance

Selecting An EDRMS Objective – Examine practical steps for evaluating and procuring a system: • Invitation to tender • Evaluating tender and proposal responses • Planning and scoring system demonstrations • Taking up references

+971 4 335 2437

+971 4 335 2438

register@iirme.com

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Integrated Document And Records Management 16 – 19 March 2014 • Radisson Royal Hotel, Duabi, UAE 7 – 10 September 2014 • The Address Hotel, Dubai Marina, Dubai, UAE

FIVE WAYS TO REGISTER IIR Holdings Ltd. P.O Box 9428 Dubai, UAE

+971 4 335 2437 +971 4 335 2438 register@iirme.com

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

Course Fee Before 29 December 2013*

Course Fee Before 19 January 2014*

Final Fee*

US$ 3,895

US$ 4,395

US$ 4,695

Course Fee Before 22 June 2014

Course Fee Before 13 July 2014

Final Fee

US$ 3,895

US$ 4,395

US$ 4,695

Integrated Document And Records Management 16 – 19 March 2014 (BC5188) Event

WEB BC5188/BC5189

WOULD YOU LIKE TO RUN THIS COURSE INͳHOUSE?

Integrated Document And Records Management 7 – 10 September 2014 (BC5189)

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

*Book and pay NOW and bring your colleague for FREE on this course. Only applicable for March 2014 course

DELEGATE DETAILS

All registrations are subject to our terms and conditions which are available at www.iirme.com/terms. Please read them as they include important information. By submitting your registration you agree to be bound by the terms and conditions in full.

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A confirmation letter and invoice will be sent upon receipt of your registration. Please note that full payment must be received prior to the event. Only those delegates whose fees have been paid in full will be admitted to the event. You can pay by company cheques or bankers draft in Dirhams or US$. Please note that all US$ cheques and drafts should be drawn on a New York bank and an extra amount of US$ 6 per payment should be added to cover bank clearing charges. In any event payment must be received not later than 48 hours before the Event. Entry to the Event may be refused if payment in full is not received.

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Cancellation If you are unable to attend, a substitute delegate will be welcome in your place. Registrations cancelled more than 7 days before the Event are subject to a $200 administration charge.

Registration fees for registrations cancelled 7 days or less before the Event must be paid in full. Substitutions are welcome at any time.

Avoid Visa Delays - Book Now Delegates requiring visas should contact the hotel they wish to stay at directly, as soon as possible.

Visas for non-GCC nationals may take several weeks to process.

All registrations are subject to acceptance by IIR which will be confirmed to you in writing.

Due to unforeseen circumstances, the programme may change and IIR reserves the right to alter the venue and/or speakers.

Event Venue: Radisson Royal Hote, Dubai, UAE Tel: +971 4 308 0000 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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