Electronic Document Management System (EDMS) Training

Objective:

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 documentation
• Understand the compliance requirements of ISO 9000 and other regulatory bodies
• Know the different technologies available and involved in EDMS
• Engage in automation of processes and business workflow systems
• Ensure proper approval processes are followed during the document flow
• Identify version and revision changes during the history of the documents

Content:

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

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

EDMS: Implementation and Framework

• Implementation of EDMS: Process and Strategies
• Quality Management Systems
• Analysis of the current processes
• Reviewing of existing documentation
• Revision of processes and documentation
• Implementation: The change management
• Implementation of Process maps and flow charts
• Observation, measuring effectiveness, and analysis
• Technology options

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

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

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

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

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