Format: Live instructor-led online training via Zoom / Microsoft Teams

Introduction to Electronic Document & Records Management.

The Electronic Document & Records Management with SharePoint course is designed to provide participants with the knowledge and skills required to effectively manage electronic documents and records using Microsoft SharePoint. The course covers various aspects of document and records management, including organizing, storing, retrieving, and securing electronic information.

Objective:

The objective of the Electronic Document & Records Management with SharePoint course is to equip participants with the necessary expertise to implement and maintain an efficient document and records management system using SharePoint. The course aims to provide a comprehensive understanding of SharePoint's features and capabilities for managing electronic documents and records, enabling participants to improve information governance, compliance, and collaboration within their organizations.

Organizational Benefits:

Organizations that send their staff to attend the Electronic Document & Records Management with SharePoint course can expect several benefits, including:

1. Streamlined document management: Participants will learn how to effectively organize, store, and retrieve electronic documents using SharePoint, leading to improved document management processes and increased productivity.
2. Enhanced information governance: The course covers records management principles, compliance requirements, and retention policies, enabling organizations to establish effective information governance frameworks and ensure regulatory compliance.
3. Improved collaboration and knowledge sharing: Participants will gain insights into SharePoint's collaboration features, such as document co-authoring, version control, and workflows, facilitating better collaboration and knowledge sharing among team members.
4. Increased data security: The course covers security features and permissions in SharePoint, enabling organizations to implement access controls, encryption, and other security measures to protect sensitive information.
5. Efficient search and retrieval: Participants will learn how to utilize SharePoint's search capabilities and metadata management to quickly locate and retrieve electronic documents and records, reducing time spent searching for information.
6. Cost savings and efficiency: By implementing efficient document and records management practices, organizations can reduce physical storage costs, minimize duplication of efforts, and improve operational efficiency.

Who Should Attend:

The Electronic Document & Records Management with SharePoint course is designed for professionals involved in document management, records management, and information governance within their organizations. The target audience includes:

1. Records managers
2. Information managers
3. Compliance officers
4. SharePoint administrators
5. IT professionals responsible for document management systems
6. Document control specialists
7. Business process owners

Duration:

The Electronic Document & Records Management with SharePoint course typically has a duration of 5 days. This comprehensive timeframe allows for an in-depth exploration of the topics covered, including hands-on exercises and practical application.

Course Outline:

The course covers more than 20 modules that delve into various aspects of electronic document and records management using SharePoint.

Module 1: Introduction to Electronic Document & Records Management

• Overview of electronic document and records management concepts
• Importance of effective document and records management
• Role of SharePoint in document and records management

Module 2: Planning and Designing a Document Management System in SharePoint

• Identifying requirements and objectives for document management
• Designing document libraries, metadata, and folder structures
• Creating document management policies and procedures

Module 3: Organizing and Structuring Document Libraries and Folders

• Creating and managing document libraries in SharePoint
• Configuring folder structures and permissions
• Implementing document templates and content types

Module 4: Metadata Management and Document Tagging in SharePoint

• Defining metadata fields for document classification
• Configuring metadata navigation and filtering
• Implementing document tagging and keywords

Module 5: Document Versioning and Control

• Enabling versioning and tracking changes in SharePoint
• Managing document versions and revisions
• Configuring check-in/check-out and document approval workflows

Module 6: Collaboration Features in SharePoint

• Co-authoring and simultaneous document editing
• Discussion boards, comments, and annotations
• Document sharing and collaboration with external users

Module 7: Document Workflows and Approval Processes

• Designing and implementing document approval workflows
• Configuring custom workflows for document routing and review
• Monitoring and managing document workflows in SharePoint

Module 8: Implementing Information Governance and Compliance in SharePoint

• Introduction to information governance and compliance
• Configuring information management policies
• Enforcing document retention and disposition schedules

Module 9: Records Management Principles and Best Practices

• Overview of records management principles and standards
• Designing a records management program in SharePoint
• Classifying and declaring records in SharePoint

Module 10: Records Retention and Disposal Policies in SharePoint

• Defining records retention schedules and policies
• Applying retention labels and policies in SharePoint
• Managing the disposal of records and legal holds

Module 11: Managing Physical and Electronic Records in SharePoint

• Integrating physical records management with SharePoint
• Barcode and RFID tracking of physical records
• Digitizing and importing physical records into SharePoint

Module 12: Integration with Microsoft Office Applications

• Seamless integration of SharePoint with Microsoft Office Suite
• Saving and accessing documents directly from Office applications
• Co-authoring and real-time collaboration in Office applications

Module 13: Advanced Search Capabilities and Content Discovery in SharePoint

• Utilizing SharePoint's search features for document retrieval
• Configuring search scopes and managed properties
• Enhancing search results with refiners and search filters

Module 14: Security Features and Permissions Management in SharePoint

• Configuring document-level security and permissions
• Implementing role-based access control (RBAC)
• Auditing and monitoring document access and usage

Module 15: Implementing Data Encryption and Data Loss Prevention in SharePoint

• Protecting sensitive documents with encryption
• Configuring data loss prevention (DLP) policies
• Preventing unauthorized access and data leakage

Module 16: Migration Strategies and Considerations for Document and Records Management

• Planning and executing a migration to SharePoint
• Preparing source systems for data migration
• Managing metadata and preserving document integrity

Module 17: Configuring Document Management Features in SharePoint

• Customizing document management settings and options
• Enabling and configuring document check-in/check-out
• Configuring document approval and review workflows

Module 18: User Training and Adoption Strategies for SharePoint Document Management

• Training users on document management best practices
• Promoting user adoption of SharePoint for document management
• Providing ongoing support and guidance for users

Module 19: Monitoring and Optimizing SharePoint Performance for Document Management

• Monitoring and analyzing SharePoint performance metrics
• Troubleshooting common performance issues
• Optimizing SharePoint for efficient document management

Module 20: Extending Document Management with SharePoint Add-ins and Apps

• Overview of SharePoint add-ins and apps for document management
• Integrating third-party solutions for document management
• Extending SharePoint functionality with custom development

General Notes

·         All our courses can be Tailor-made to participants' needs

·         The participant must be conversant in English

·         Presentations are well-guided, practical exercises, web-based tutorials, and group work. Our facilitators are experts with more than 10 years of experience.

·         Upon completion of training the participant will be issued with a Foscore development center certificate (FDC-K)

·         Training will be done at the Foscore development center (FDC-K) centers. We also offer inhouse and online training on the client schedule

·         Course duration is flexible and the contents can be modified to fit any number of days.

·         The course fee for onsite training includes facilitation training materials, 2 coffee breaks, a buffet lunch, and a Certificate of successful completion of Training. Participants will be responsible for their own travel expenses and arrangements, airport transfers, visa application dinners, health/accident insurance, and other personal expenses.

·         Accommodation, pickup, freight booking, and Visa processing arrangement, are done on request, at discounted prices.

·         Tablet and Laptops are provided to participants on request as an add-on cost to the training fee.

·         One-year free Consultation and Coaching provided after the course.

·         Register as a group of more than two and enjoy a discount of (10% to 50%)

·         Payment should be done before commence of the training or as agreed by the parties, to the FOSCORE DEVELOPMENT CENTER account, so as to enable us to prepare better for you.

·         For any inquiries reach us at training@fdc-k.org or +254712260031

·         Website:www.fdc-k.org