Course Overview

This Documents & Data Management course provides professionals with the essential skills to effectively organize, store, retrieve, and secure business documents and data. Participants will learn best practices in records management, digital transformation, compliance, and data governance. Through practical exercises and case studies, attendees will develop strategies to optimize information workflows, reduce risks, and enhance operational efficiency.

Course Objectives

By completing this course, participants will be able to:

1. Implement effective document management systems – Organize physical and digital records systematically.
2. Apply data governance principles – Ensure accuracy, security, and compliance with regulations (e.g., GDPR, HIPAA).
3. Automate workflows – Leverage tools for document capture, indexing, and retrieval.
4. Mitigate risks – Prevent data loss, breaches, and non-compliance penalties.
5. Transition to digital records – Develop paperless strategies with electronic document management systems (EDMS).
6. Optimize retrieval & collaboration – Improve accessibility while maintaining security protocols.

Who Should Attend?

• Records Managers & Archivists
• Compliance & Risk Officers
• IT & Data Governance Professionals
• Administrative & Operations Managers
• Legal & HR Teams handling sensitive documents
• Professionals pursuing digital transformation initiatives

Course Modules

Module 1: Foundations of Document & Data Management

• Key concepts: Records vs. documents, lifecycle management
• Challenges in physical and digital record-keeping
• Global standards (ISO 15489, ISO 27001)

Module 2: Document Management Systems (DMS) & Tools

• Features of effective DMS (SharePoint, M-Files, etc.)
• Metadata, tagging, and version control
• Cloud vs. on-premise solutions

Module 3: Data Governance & Compliance

• Regulatory requirements (GDPR, FOIA, industry-specific laws)
• Retention schedules and legal holds
• Auditing and accountability frameworks

Module 4: Digitization & Paperless Strategies

• Scanning, OCR, and digital archiving best practices
• Workflow automation (RPA, AI-driven categorization)
• Change management for paperless transitions

Module 5: Security & Risk Management

• Access controls and encryption
• Backup, disaster recovery, and business continuity
• Handling sensitive data (PII, financial records)

Module 6: Retrieval, Collaboration & User Adoption

• Search optimization and indexing
• Secure sharing and collaboration tools
• Training staff for DMS adoption

Module 7: Emerging Trends & Future-Proofing

• AI and machine learning in records management
• Blockchain for document authentication
• Long-term digital preservation strategies

Module 8: Capstone Project & Implementation Plan

• Assessing organizational needs
• Developing a customized records management roadmap
• Group presentations and feedback