Files and Correspondence Management

COURSE DESCRIPTION
Course Title: Course Instructor:
Introduction

Files and Correspondence Management

Emerson O. Bryan
CARICOM Office of Trade Negotiations, Bridgetown, Barbados

Records and information management is the task of ensuring that recorded information, both textual (paper-based), and electronic, is managed effectively, efficiently and economically. Records management controls the creation, maintenance, use, and disposal of records so that the right records are provided to the right person at the right time. Files and correspondence management is a critical component of records and information management, and ensures that records created by the organization are authentic, reliable, trustworthy and useable throughout the records lifecycle. Files and correspondence management ensures the use of information when needed. This seminar provides the necessary guidelines to implement and maintain the architecture necessary to manage an effective Files and Correspondence Programme.
Course Objectives

Upon completion, participants will: 1. Understand the basic concepts of Records Management. 2. Understand the Operational Environment of the Records Unit. 3. Identify and Manage business critical correspondence, including email outside of a formal Records Management Application. 4. Understand the mechanics of managing physical records from creation to final disposition. 5. Understand the process of automation for Recordkeeping. 6. Understand the Industry Standards and Best Practices for Records Management.

Files and Correspondence Management Course Format

This seminar is instructor-led, and will include a combination of presentations and interactive exercises to demonstrate the concepts of effective files and correspondence for decision-making.
Course Topics

Topics shall include:

Overview of Records & Information Management - The Basics - The Records Life Cycle Concept - The Odyssey of Records Management The Records Unit - Core functions of a Records Unit - Responsibility of Records Staff towards Users - Responsibility of Users Correspondence Management - Mail Management - Classification and Correspondence Analysis - Numbering Arrangement - Action Indicators - Email Management Files Management - Creation of Organization Files - Maintenance of Organization Files and Filing Equipment - Disposition and Retention for Organization Records - Secure Destruction of Organization Records - Monitoring and Controlling Organization Records Records Management Software Solution Selection - Automating for Records - Overview - Automating for Records - Planning - Automating for Records - Implementation Best Practices for Records Management - Standards and Laws for Records Management - Core Competences for Records Staff - E-Government and Public Records Audience

Information Management Professionals Chief Information Officers Legal Staff, Regulatory Staff IT/Technical Staff Records Managers

Files and Correspondence Management

Business Managers IT Service Providers Consultants & Legal Advisors Information Lawyers Corporate Legal Secretaries Data Protection Officers Implementation Teams Information Architects, Archivists Administrative Staff Library Staff Document Control Staff