COURSE OVERVIEW
Electronic Document and Information Management (EDIM) plays a critical role in helping organizations streamline their document-related operations, enhance collaboration, strengthen security and compliance, and boost overall efficiency. By implementing EDIM, businesses can ensure faster information access, reliable data backup, and effective disaster recovery, minimizing disruptions and maintaining continuity even in challenging situations.
LEARNING OBJECTIVES
By the end of this training, participants will be able to:
- Understand the fundamental concepts and functions of an electronic document management system.
- Manage the full document lifecycle efficiently—from creation to archiving.
- Apply best practices for unified document archiving, indexing, and retrieval.
- Develop action plans for implementing effective document and records management frameworks.
- Control and streamline the flow of documents across business functions.
- Comprehend compliance standards such as ISO 9000 and other regulatory requirements.
- Explore various technologies used within EDIM systems.
- Participate in automating workflows and business processes.
- Implement effective approval and authorization workflows.
- Track version histories and manage revisions accurately.
- Apply industry best practices for EDIM implementation and framework development.
- Strengthen security management within EDIM environments.
TARGET AUDIENCE
This course is ideal for professionals involved in document and information management, including:
- Document Controllers and Administrators
- Records Management Specialists
- Digital Transformation Executives
- Senior Registry Officers
- Departmental Heads overseeing records and documentation
- Records Coordinators at unit or departmental level
- IT Personnel responsible for data and document management
- Compliance Officers and Auditors
- Information Security Managers
TRAINING METHODOLOGY
This practical, interactive course follows adult learning principles. It combines short, engaging lectures with structured learning materials, visual presentations, and videos to reinforce understanding. Participants will engage in group discussions, action planning, and practical exercises to strengthen key concepts in an enjoyable learning environment.
Pre- and post-training assessments will be used to evaluate learning outcomes and the overall effectiveness of the program.
COURSE CONTENTS
Module 1 – Overview of Electronic Document Management Systems
Key Topics:
- The shift toward digital information management
- Purpose and significance of EDIM
- Core concepts and guiding principles
- Key benefits and business advantages of EDIM
- Differences between Records Management Systems (RMS) and EDIM
- Common challenges in implementing EDIM solutions
Module 2 – Standards and Regulatory Requirements
Key Topics:
- Managing information and data risks
- Quality management system standards
- ISO 9000 and related regulatory frameworks
- Document control and compliance management
- Conducting internal and external audits
- Handling non-compliant documentation
- Developing preventive and corrective action plans
Module 3 – EDIM Implementation and Framework
Key Topics:
- Steps for implementing EDIM strategies and processes
- Assessing current document management practices
- Managing organizational change during implementation
- Designing process maps and workflow charts
- Monitoring performance and evaluating effectiveness
- Reviewing and selecting appropriate technology options
Module 4 – Understanding the Electronic Document Lifecycle
Key Topics:
- Extracting and organizing data from existing documents
- Registering and tracking documents within EDIM systems
- Classifying documents by confidentiality and importance
- Managing both physical and digital document storage
- Assigning user access levels and permissions
- Deleting or archiving expired documents
- Applying best practices for document lifecycle management
Module 5 – EDIM Tools and Business Applications
Key Topics:
- Automating data capture for improved accuracy
- Enhancing collaboration through digital tools
- File indexing and hierarchical classification
- Version control and document archiving
- Managing document metadata
- Technologies for document processing and automation
- Workflow automation and process optimization
- Maintaining audit trails for accountability
- Aligning practices with industry standards
Module 6 – Document Control and Security Management
Key Topics:
- Establishing multi-layered security controls
- Using encryption and digital authentication methods
- Card and folio-based control systems
- Access management and user authorization
- Applying digital rights management
- Implementing digital signatures
- Ensuring data backups and document restoration procedures
