Electronic Archives & Records Keeping Management for Secretaries and Admin Assistant

03-07-2022 - 07-07-2022 4200 Kuala Lumpur


Course Introduction:


This course is designed for professionals who have responsibilities for records management whether they are in the public or private sector. The course will expose delegates to recent knowledge in records management as well as consider the opportunities and challenges brought by electronic information technologies.


Participants will also learn various issues relating to the legal and organizational environment for conventional and electronic record keeping which will include: the protection of records as evidence, the need for compliance with evidence laws, the challenges of meeting audit requirements, the importance of adequate budgets and the importance of identifying relevant legislation and policies


The course will also focus on digital preservation and archival description, archival codes of ethics and key issues involved with applying standards



Course Objectives:


To provide participants with the required knowledge and skill that enables them to organize and reduce office documents by using modern technology



Who Should Attend?


This course will be of immense benefits to:


·         Record Officers,

·         PAs,

·         Executive Assistants

·         Secretaries,

·         Store Officers/Managers

·         Office Managers,

·         Team Leaders,



Course Outline:


Organizing the electronic office

·         Electronic office systems

·         Characteristics of  the electronic system

·         System working scenario

·         Reasons for use of electronic systems

·         Electronic office systems services


Dealing with electronic office work

·         Challenges facing modern offices

·         Administrative systems for services and office work

·         Characteristics of employees in electronics offices

·         Equipment and technologies required for electronic development


Enlarging of paper work and records

·         Aspects of paper works growth

·         Reasons of paper growth and methods of reducing

·         Results of paper growth


Methods of organizing paper work and documents

·         Classification of correspondence and documents

·         Methods of classification

·         Coding of correspondence & documents

·         Coding methodology

·         Indexing documents & developing the indexing plan


Documents retention & records disposal

·         Dealing with old correspondence

·         Life-cycle of document

·         Requirements for sorting, transfer and disposal of obsolete documents

·         Procedures of sorting, transfer and disposal of obsolete documents


Archiving techniques

o   Document management systems

o   Mail and correspondence systems

o   Sharing systems in editing documents

o   Support systems


Indexing and sorting systems in electronic archives

o   Search for words


Combining document type & index for a more accurate search  - looking through word index




Course Methodology:


A variety of methodologies will be used during the course that includes:

·         (30%) Based on Case Studies

·         (30%) Techniques 

·         (30%) Role Play

·         (10%) Concepts

·         Pre-test and Post-test

·         Variety of Learning Methods

·         Lectures

·         Case Studies and Self Questionaires

·         Group Work

·         Discussion

·         Presentation


Course Fees:


This rate includes participant’s manual, Hand-Outs, buffet lunch, coffee/tea on arrival, morning & afternoon of each day.


Course Timings:


Daily Course Timings:

    08:00 - 08:20       Morning Coffee / Tea

    08:20 - 10:00       First Session

    10:00 - 10:20       Coffee / Tea / Snacks

    10:20 - 12:20       Second Session

    12:20 - 13:30       Lunch Break & Prayer Break

    13:30 - 15:00       Last Session

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