OFFICE MANAGEMENT AND ELECTRONIC FILING SYSTEM

Training Syllabus:
OFFICE MANAGEMENT AND ELECTRONIC FILING SYSTEM

THE FILE STRUCTURE AND FILE PLAN
Many people think a file plan is simply a listing of the file folders currently in their file cabinets. A real file plan is only one component of a computerized system, which is a set of policies and procedures for organizing and identifying files or documents to speed their retrieval, use, and disposition. The first document in the filing system was the Matrix for Office Files you developed as part of Step 1. The matrix shows what files the program maintains, who maintains them, and where they are maintained. The second document is the records schedule that describes the record series and gives the retention and disposition. The third document is the file plan.
WHY ARE THE FILE PLANS IMPORTANT ?
Day-to-day, it is your key to better files. It will help you avoid the “subject file trap” by enabling you to :
1. Document your program’s activities effectively.
2. Identify records consistently.
3. Retrieve records quickly.
4. Link to the records schedules.
5. Retire records to the Federal Records Center easily.
TIPS
 Keep the file plan simple. Let the records structure themselves when at all possible. For example, don’t make up an alpha-numeric filing scheme for permits that already have a number.
 Consider using color coding for files or special folders to make filing simpler.
 Have program staff assist in developing the file plan. They will have useful suggestions, and they will feel more positive about using the file plan if they had a hand in developing it.
RECORDS MANAGEMENT
People frequently turn to technology because they find they can’t manage their paper records. Either they are swamped by too much paper on site, or they can’t find the documents they need, or both. By itself, technology cannot fix a records management problem; technology applications need a lot of research and planning to be effective. The old saw is true: if you try to automate a records management mess, you will have an automated mess.
However, technology, even simple technology, can make a basically sound records management system operate better. Let’s look briefly at a number of technological “fixes” and the types of problems they can help remedy.
TYPES OF TECHNOLOGY APPLICATIONS
There are several basic types of technology applications that can help you manage your records.
1. Specialized filing equipment to improve the storage and retrieval of records
2. Document conversion technology such as optical imaging and microform to reduce the volume of paper on site and allow more efficient workflow
3. Document indexing software to allow for retrieval of documents in multiple ways
4. Document tracking and control systems to enable you to track documents or folders from creation to final disposition
5. Software to allow for storage and retrieval of electronic documents
6. Electronic forms programs to improve workflow and increase the usability of information contained on the forms
TRAINING OBJECTIVE :
After completion of the course the participants should be able to :
1. Improve and Develop their knowledge and skills to administer documents using modern filling system
2. Classify index and record filling document effectively and efficiently,
3. Search, trace and retrieve document needed in effective
4. and efficient manner,
5. Give a better service to line function in providing data and document which needed.

CAKUPAN MATERI TRAINING :
1. Filling and Record Administration
2. Space and Equipment
3. Filling Retention
a. Dynamic
b. Static
4. Types of Filling System
5. Principles and Frame work of the System
a. Filling Stages of Records
b. Filling Organization
c. Filling Administration
d. Aging of Record
6. Classification
a. Concepts
b. Objective and Purpose
c. Methods of Classification
d. Administrative Procedure
e. Forms and Charts
7. Indexing
a. Concepts Purpose and Objective
b. Methods of Indexing
c. Administrative Procedure
d. Forms and Charts
8. Records Filling
a. Concepts
b. Purpose and Objective
c. Methods of Records Filling
d. Administrative Procedure
e. Forms and Charts
9. Search, Trace and File Retrieval
a. Concepts
b. Purpose and Objective
c. Methods of Implementation
d. Administrative Procedure
e. Forms and Charts
10. Distribution, Security, Handling and Disposal

VENUE : Kagum Group Hotel Bandung (Golden Flower, Banana Inn, Serela, Gino Feruci), Amaroossa Hotel, Noor Hotel, Grand Setiabudi Hotel, dll

TRAINING DURATION : 3 hari

TRAINING TIME :

INVESTMENT PRICE/PERSON :
1. Rp 6.500.000/person (full fare) or
2. Rp 6.250.000/person (early bird, payment 1 week before training) or
3. Rp 5.950.000/person (if there are 3 or more participants from the same company)

FACILITIES FOR PARTICIPANTS:
1. Modul Training
2. Flashdisk Training berisi materi training
3. Sertifikat
4. ATK: NoteBook dan Ballpoint
5. T-Shirt
6. Ransel
7. Foto Training
8. Ruang Training dengan fasilitas Full AC dan multimedia
9. Makan siang dan 2 kali coffeebreak
10. Instruktur yang Qualified