Introduction
Effective document management is essential in ensuring compliance, traceability, security, and accessibility of organizational information. In the modern digital age, businesses and institutions handle vast volumes of documents—ranging from contracts, drawings, policies, manuals, and correspondence to digital records and audit trails.
This intensive five-day training is designed to equip participants with the technical and procedural expertise needed to manage documents and records systematically using both manual and automated Document Management Systems (DMS). Participants will gain a full understanding of the document control lifecycle, best practices in digital archiving, metadata and classification, security protocols, regulatory standards, and DMS platforms like SharePoint, M-Files, Documentum, and more.
Participants who successfully complete the course will receive a Certificate of Participation.
Course Objectives
At the end of this training, participants will be able to:
- Understand the roles and responsibilities of a Document Controller.
- Set up and manage an effective Document Management System.
- Classify, index, store, and retrieve documents efficiently.
- Apply naming conventions, version control, and access rights.
- Implement workflow and approval processes in DMS platforms.
- Ensure compliance with industry regulations and audit requirements.
- Digitize and migrate physical documents into digital repositories.
- Manage technical drawings and project documentation.
- Develop document control procedures and policies.
- Use leading DMS software for real-time collaboration and document lifecycle management.
Who Should Attend
This course is ideal for:
- Document Controllers and Clerks
- Administrative Officers and Records Managers
- Project Assistants and Coordinators
- Office Managers and Technical Secretaries
- Quality Assurance Officers
- Engineers and Construction Managers (for technical documentation)
- IT Staff responsible for DMS implementation
- Professionals working in oil & gas, engineering, construction, health, government, manufacturing, finance, NGOs, and regulatory bodies
Course Duration
5 Days
Course Outline
Module 1: Introduction to Document Control and Management Systems
- Overview of Document Control and its Importance
- Role of a Document Controller in Organizations and Projects
- Understanding Document Management vs Records Management
- Document Lifecycle: Creation, Review, Approval, Distribution, Archiving
- Key Terminologies: Metadata, Indexing, Check-In/Check-Out, Versioning
- Overview of International Standards: ISO 9001, ISO 15489, ISO 27001
- Manual vs Electronic Document Management
- Overview of Popular DMS Software:
- SharePoint, M-Files, OpenText, DocuWare, Documentum, Laserfiche, etc.
- Organizational Structures and Document Control Policies
Module 2: Document Creation, Classification, and Version Control
- Document Creation Templates and Standardization
- File Naming Conventions and Document Numbering Systems
- Document Types and Formats: Word, Excel, CAD, PDF, Drawings, Images
- Categorization and Taxonomy: Indexing, Metadata Tagging
- Version Control: Principles, Practices, and Tools
- Handling Controlled Copies and Obsolete Documents
- Internal and External Document Handling Protocols
- Access Rights and Permissions (Roles-based Access Control)
- Exercises: Creating Standardized Document Folders and File Structures
Module 3: Workflow Management, Collaboration, and Compliance
- Document Approval Workflows: Review and Authorization Cycles
- Notification Systems and Audit Trails
- Document Tracking and Monitoring Systems
- Collaboration in Multi-user Environments
- Integrating DMS with Emails, CRMs, ERPs, and Other Systems
- Security and Confidentiality Measures for Documents
- Backup and Disaster Recovery Strategies
- Compliance with Regulatory Frameworks (e.g., GDPR, HIPAA)
- Document Audits and Readiness for External Inspection
- Exercises: Simulate Approval Workflow in a DMS Tool
Module 4: Digital Transformation and Advanced DMS Functionality
- Transition from Paper-Based to Digital Documentation
- Scanning, OCR, and Indexing Physical Records
- Managing Engineering and Technical Drawings in DMS
- Handling Project Documentation in Construction/Oil & Gas
- Document Migration and Legacy System Integration
- Using Automation, AI, and Workflow Bots in DMS
- Records Retention Policies and Document Disposal Schedules
- Email Archiving and e-Discovery
- Data Privacy and Protection in Document Control
- Hands-on Practice: Using SharePoint or M-Files for Advanced Tasks
Module 5: Real-World Applications, Best Practices, and Policy Development
- Real-life Case Studies: DMS in Large Organizations
- Troubleshooting Common Document Control Issues
- Writing a Document Control Procedure/Manual
- Setting Up DMS Governance Structures and User Roles
- Developing a Company-Wide Document Control Policy
- Key Performance Indicators for Document Control Effectiveness
- Creating Document Registers and Distribution Logs
- Capstone Exercise:
- Draft and present a full document control procedure for a sample organization
General Notes
- The instructor led trainings are delivered using a blended learning approach and comprises of presentations, guided sessions of practical exercise, web-based tutorials and group work. Our facilitators are seasoned industry experts with years of experience, working as professional and trainers in these fields.
- The participants should be reasonably proficient in English as all facilitation and course materials will be offered in English.
- Upon successful completion of this training, participants will be issued with a certificate.
- The training will be held at Kincaid Training Centre. The course fee covers the course tuition, training materials, two break refreshments and lunch.
- All participants will additionally cater for their, travel expenses, visa application, insurance, and other personal expenses.
- Accommodation and airport pickup are arranged upon request. For reservations contact the Training coordinator at Email: training@kincaiddevelopmentcenter.org or Tel: +254 724592901
- This training can also be customized to suit the needs of your institution upon request. You can have it delivered in our Kincaid Training Centre or at a convenient location.
For further inquiries, please contact us on Tel: +254 724592901 or send mail to training@kincaiddevelopmentcenter.org.
Payments are due upon registration. Payment should be sent to our Bank account before commencement of training and proof of payment sent to training@kincaiddevelopmentcenter.org.