THE CONFERENCE

The 2024 Conference on Records Management and Modern Strategies for Enhancing the Performance of Clerical Officers and Registry Staff is designed to address the evolving needs of clerical and registry personnel in today’s fast-paced, data-driven environment. Effective records management is crucial for the smooth functioning of any organisation, particularly in public service and administrative sectors, where accurate and efficient handling of documents is essential for maintaining operational integrity and accountability. This conference aims to equip participants with the latest strategies, tools, and best practices in records management, tailored to improving the performance of clerical and registry staff.

The theme, "Optimizing Records Management: Modern Strategies for Maximizing Efficiency and Performance in Clerical and Registry Operations", underscores the importance of adopting innovative approaches and technologies to streamline administrative processes, enhance productivity, and ensure that records are properly maintained and easily accessible for decision-making and compliance purposes.

By the end of this conference, participants will be able to:

1.    understand modern records management systems: gain knowledge of the latest records management tools and technologies, including electronic document management systems (EDMS), and their application in improving clerical operations;

2.    implement effective filing and retrieval techniques: learn efficient filing, indexing, and retrieval methods that ensure quick access to records while maintaining accuracy and compliance with organizational policies;

3.    improve workflow and productivity: explore strategies for streamlining workflows, automating routine tasks, and enhancing the overall efficiency of clerical and registry functions;

4.    ensure compliance and data security: understand legal requirements for data security, privacy, and records retention, and learn how to implement these practices in daily operations to maintain regulatory compliance;

5.    develop problem-solving and time management skills: enhance skills in managing workload effectively, prioritizing tasks, and resolving common challenges in records management; and

6.    collaborate and communicate effectively: strengthen teamwork, communication, and coordination among clerical and registry staff to create a cohesive and high-performing administrative unit.

THE CONFERENCE CONTENT

Module 1: Introduction to Modern Records Management

Objective: To provide an overview of records management principles and the evolution of record-keeping practices.

• Topics Covered:
• Importance of records management in organizational efficiency
• Types of records: physical vs. digital
• Legal and regulatory frameworks for records management
• Role of clerical officers and registry staff in records management

Module 2: Electronic Document Management Systems (EDMS)

Objective: To introduce participants to modern electronic document management systems and their application in clerical and registry operations.

• Topics Covered:
• Overview of EDMS and its benefits
• Key features of EDMS: indexing, version control, audit trails
• Transition from paper-based to digital record systems
• Practical demonstration of popular EDMS platforms

Module 3: Filing, Indexing, and Retrieval Techniques

Objective: To teach efficient filing, indexing, and retrieval methods that improve accessibility and accuracy in records management.

• Topics Covered:
• Best practices for physical and digital filing
• Classification and categorization of records
• Filing systems: alphabetical, numerical, subject-based
• Quick and efficient retrieval strategies to save time

Module 4: Enhancing Workflow and Productivity

Objective: To explore strategies for streamlining workflows and improving productivity within clerical and registry operations.

• Topics Covered:
• Identifying bottlenecks in clerical processes
• Time management and task prioritization techniques
• Automation of routine tasks (e.g., document routing, approvals)
• Implementing workflow management tools

Module 5: Compliance and Data Security in Records Management

Objective: To ensure participants understand the legal and security aspects of records management, including data protection and retention policies.

• Topics Covered:
• Data protection laws and compliance (e.g., GDPR, FOI Act)
• Implementing security measures to protect sensitive records
• Records retention schedules and destruction protocols
• Audit readiness and compliance checks

Module 6: Problem-Solving and Conflict Resolution in Records Management

Objective: To equip participants with problem-solving techniques to handle common challenges in records management and resolve conflicts in the workplace.

• Topics Covered:
• Common issues in records management and how to address them
• Effective problem-solving frameworks
• Conflict resolution among clerical and registry staff
• Handling misfiled, lost, or unauthorized access to records

Module 7: Communication and Collaboration for Clerical and Registry Teams

Objective: To enhance communication, teamwork, and collaboration within clerical and registry departments.

• Topics Covered:
• Importance of clear communication in records management
• Team-building exercises for clerical and registry staff
• Tools and technologies for improving collaboration
• Managing interdepartmental communication and coordination

Module 8: Practical Session – Applying Modern Records Management Strategies

Objective: To provide hands-on experience in implementing records management strategies and using digital tools for clerical operations.

• Activities:
• Group exercises on creating and managing a filing system
• Simulated scenarios for solving records management challenges
• Practical use of EDMS platforms for real-time document management
• Role-playing exercises for enhancing teamwork and communication

Module 9: Developing a Personal Action Plan

Objective: To help participants create a personalized action plan for applying what they've learned in their specific roles.

• Topics Covered:
• Identifying areas for improvement in current records management practices
• Setting goals for enhancing performance in clerical and registry roles
• Developing strategies for long-term growth and efficiency
• Feedback and wrap-up

Conference Conclusion and Assessment

• Final Q&A Session: Open floor for addressing outstanding questions and sharing insights from the modules.
• Evaluation & Feedback: Participants complete a feedback form on the conference’s content and delivery.
• Certificates of Completion: Awarded to participants who successfully complete the conference.

CONFERENCE SCHEDULE

Day 1: Foundations of Records Management

Day 2: Advanced Records Management Techniques

Day 3: Practical Applications and Digital Transformation

Day 4: Data Security, Legal Compliance, and Performance Management

Day 5: Strategy Development and Future Trends

What will i learn?

• understand modern records management systems
• implement effective filing and retrieval techniques
• improve workflow and productivity:
• ensure compliance and data security:
• develop problem-solving and time management skills:

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