Technology of Indexing, Archiving, Saving and Securing of Electronic Information

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Course Objectives

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• Familiarizing participants with new concepts of e-clerical office work, and take advantage of the experience of institutions in converting from paper archiving to electronic archiving.
• Enabling participants to acquire the skills of creating a robust indexing and documentation system that enables management to quickly retrieve information and files and secure information electronically.
• Providing participants with practical situations and applications that empower them to be able to re-organize files electronically and to address challenges and problems in saving and securing of information.

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Who Should Attend?

• Office managers and Executive secretaries of various institutions, government and private bodies, civil society organizations and community- related organizations, those who are rehabilitated and prepared them to perform such tasks, and those who are desirous to develop their skills and abilities in the field.

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Course Schedule

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Modern concepts of archiving, indexing and securing information

• The concept, importance and role of manual and electronic archiving in the organization of work.
• The role of indexing in work retrieval.
• Technology and securing confidential information.
• Periodical archiving and information archiving mechanisms.

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Electronic technology systems for the organization of Archives

• System document management, mail and correspondence.
• System of participation and editing of documents.
• Archiving Outlook e-mail.
• Archiving email at sites. Google, Yahoo, Hotmail.
• Archiving work-related interests in technology sources.

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Indexing and searching system in electronic archive

• Searching for words contained in documents.
• Combining document type and indexes for more accurate search.
• Searching for words contained in documents, combining document type and indexes.
• Searching the index of words.

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Organization of the electronic office

• E-Office systems.
• Electronic system features.
• System work scenario.
• Motives for using electronic systems.
• E-office systems services.

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Organization, archiving and retrieval of documents

• Classifying of correspondence, documents, and classification methods.
• Encoding of correspondence, documents, and coding methods.
• Indexing documents, creating indexes, and creating indexing plan.
• Dealing with obsolete correspondence and documents, and the life cycle of the document.
• Requirements for sorting, deporting and damaging obsolete documents..
• Procedures and equipment for the sorting, deporting and damaging of obsolete documents.

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