This course teaches the proper management of files and correspondence. It covers topics such as the records lifecycle, correspondence and mail management, classification systems, electronic records management software, and best practices. The goal is to provide guidelines for implementing an effective records management program that ensures information is authentic, reliable, and accessible throughout its lifecycle. The seminar uses presentations and exercises to demonstrate concepts like creating, maintaining, and disposing of physical and electronic records according to industry standards and legal requirements. The intended audience includes records managers, legal and IT professionals, and others who work with organizational information management.

2. Files and Correspondence Management
COURSE DESCRIPTION
Course Title: Files and Correspondence Management
Course Emerson O. Bryan
Instructor: CARICOM Office of Trade Negotiations, Bridgetown, Barbados
Introduction
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.
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3. 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
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4. 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
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