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Course Overview

 Would you like to find important documents in 10 seconds or less? Of course you would! At the very least, you would like to have secure, reliable access to information more rapidly than you have today while reducing storage space requirements and costs. No one expects a completely “paperless” office, but everyone would like to have much “less paper” to manage! This course will use best practice methods and demonstrate proven processes for document management. The consultant will guide you through the file organization and retention process from simple, inexpensive systems to comprehensive options complete with workflow. Example topics include how to integrate digitized hard copy files with documents that already exist in your system, such as Word, Excel, and Outlook e-mail files and how to manage long-term electronic file systems. There will be discussion on exporting and importing data from specialized applications into a total document management solution. The course begins with understanding paperless issues and how to best organize your paper and electronic documents today. It then moves on to suggest what options are best for you to eliminate paper, what documents to maintain electronically, and how to retire expired documents. The goal is to improve productivity and to reduce cost. 

 Course Objectives 

After completion of this course participants should be able to : 

=>Define key paperless office terms such as Document Management, Records Management, and Business Process Managemen 

=>Calculate the ROI of Paperless; and identify the Steps to Prepare for Paperless 

=>Describe the need for Records Retention guidelines and define a Records Retention Policy=>List and describe the three components of a paperless office – infrastructure, workflow, and people

 =>Identify key characteristics of Electronic File Cabinet solutions and Document Management solutions and typical costs associated with these systems

 =>Identify key hardware requirements for moving to paperless, including Scanners, Computers, Storage, Memory, Operating Systems, and Network Considerations

 =>Describe key data backup, disaster recovery, and business continuity issues and identify key vendors in this area and the solutions they offer 

=>Define Paperless Audit and describe the key Hardware, Software, and Workflow tools needed to execute a paperless audit 

 Who should to attend

 =>Administartive Managers/Officers

 =>Executive Secretaries and Administrative Professionals

 =>Any staff who wish to implement paperless office

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