Course Overview

EDMS is a software system used to create, manage, track, and store important documents and information. It keeps a track of the different versions modified by authorized personnel over a period of time. It involves the digitalization of information, standardizing document workflow systems, and records management systems.

It aims to get rid of the hard copy papers which consumes space and time. This training has been designed for participants that belong to departments and functions that oversee back-office processes or involved in a lot of repetitive documentation processes.

Implementing EDMS is a kick-start to digital transformation goals within a company. Going digital with processes heads towards automation, analytics, and modernized technological business operations.

Course Objectives

By the end of the Electronic Document Management System (EDMS) Training, participants of this training program will be able to:

•     Understand the fundamental concepts of Document Management Systems

•     Learn the document lifecycle process

•     Comprehend the principles of unified archiving and indexing procedures

•     Create action plans for document and records management framework

•     Manage and control the flow of documents within departments

•     Understand the concepts of scanning, indexing and archiving of documents

•     Automate office support functions that involve documentations

•     Understand the compliance requirements of ISO 9000 and other regulatory bodies

•     Know the different technologies available and involved in EDMS

•     Engage in Automation of processed and business workflow systems

•     Ensure proper approval processes are followed during the document flow · Identify version and revision change during the history of the documents

 

Who Should Attend?

This program is designed for all working in a document filled work atmosphere and for all those looking to build their career in the field of document management. Below are a few roles that need to participate in this program.

•     Quality document controller

•     Administrative Document Controllers

•     Security Document Controllers

•     Information and Records Management staff

•     Office clerks and document handlers

•     Digital transformation executives

•     Office Managers

•     Management Assistants and Secretaries

Compliance Officers and Auditors

•     Information Security officials

•     Operations Managers

•     Librarians

Course Outline

Below are the course modules that would be covered during the Electronic Document Management System (EDMS):

Module 1: Foundations: Electronic Document Management System (EDMS)

•     Information Management: Digitalization

•     EDMS: Definition

•     Purpose and Importance of EDMS

•     Concept and General Principles of EDMS

•     Benefits and Advantages of using EDMS

•     Differences between RMS (Records management system) and EDMS

•     Challenges of EDMS systems

Module 2: Electronic Document Management Standards and Regulations

•     Information and Data Risk

•     Quality management systems – Requirements

•     ISO Documentation Requirements

•     ISO 9000 and other regulatory Requirements

•     Control of documents and management

•     Internal and External Audits

•     Non-compliant documents

•     Corrective and Preventive Action plan

Module 3: EDMS: Implementation and Framework

•     Implementation of EDMS: Process and Strategies

•     Quality Management Systems

•     Analysis of the current processes

•     Reviewing of existing documentations

•     Revision of processes and documentation

•     Implementation: The change management

•     Implementation of Process maps and flow charts

•     Observation, measuring effectiveness, and analysis

•     Technology options

Module 4: Electronic Document Lifecycle

•     Extraction and Capture of data from documents

•     Registration of the document on EDMS

•     Classification of documents based on confidentiality

•     Storage of physical and digital documents

•     Access and permissions to documents

Deletion of expired Documents

•     Electronic Document Management: Best practices

Module 5: EDMS Operations

•     Document data capture and accuracy

•     Documents Scanning

•     OCR and Image Processing

•     Indexing, archiving and retrievals

•     Type of documents

•     Multimedia documents

•     Scanner technologies

•     Image Enhancement techniques

•     Revisions and versions

•     Historical Audit trails

•     Forms creation and Management

•     Document Distribution: Workflow Management

•     Document Tracking

Module 6: Tools of EDMS

•     Automated Information Capture

•     Federated Search & Retrieval

•     Collaboration Tools

•     Hierarchical File Indexing & Classification

•     Connected Archival Methods

•     Automated Workflows

•     Security & Audit Trails

•     Document Metadata

•     Version Control

•     System-Wide Integration

Module 7: EDMS and Business Operations

•      Intelligent business process management

•      Business Process Automation and Workflow Systems

•      Workflow Integration

•      Identification of Business Processes

•      Technical Specifications and Implementation Procedures

•      Types of Documentation Systems

•      Innovation and Digitalization

•      Industry standards and best practices

Module 8: Document Control and Security

•     Document security

•     Multiple security levels

•     Encryption

Authoring Systems

•     Card and folio-based systems

•     Authentication and Authorization

•     Digital Rights management

•     Digital signatures

•     Backups and Document Restoration

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