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Course 2: Document management systems and digitization of workflows

Course agenda

In this course, you will find:

  • In-depth exploration of digital Document Management Systems (DMS) and their role in minimizing document recovery time and loss and supporting audit processes.
  • Examples of workflow management in digitized companies illustrating seamless task transitions between departments.
  • Coverage of documentation’s role in risk management, particularly maintaining compliance records and tracking risk-mitigating actions.
  • Reference to the path „First and foremost: data,” giving a deeper understanding of EU data protection standards and data security.
  • The optimization of workflow management through the strategic application of DMS platforms.
  • Practical activities using popular DMS platforms (e.g., Trello, Confluence, Asana, Jira, OneDrive, GoogleDrive), focusing on skills like document sharing, setting access permissions, cooperation, and file organization.

Organizational info:

  • This course contains 5 lessons.
  • Lessons include written content and case studies.
  • To complete this course, you need 300 minutes (5 x 60 minutes).
  • You can pause the course anytime and return to where you finished whenever you want.
  • You can follow the course as it flows or at your own pace, rearranging the order of the lessons.
  • At the end of the course, you will take a test containing 8 questions. 
  • You can take the test 2 times, if necessary. 
  • You must score min. 85% of the correct answers to receive the official certificate of completion.

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Participants’ Pains

We know that…

The digitalization of document management changed the approach to data handling in all EU countries. Young people may find it overwhelming to understand and apply the principles of DMS, especially in their first jobs or own start-ups, which can lead to inefficiencies in multiple work processes and structures. On the other hand, increasing stress and even fear of dealing with vast amounts of digital data and maintaining its organization can block the willingness to learn how to use DMS effectively.

Although young people seem perfectly prepared to work remotely and use new technologies, they may experience anxiety, discouragement, and embarrassment when facing big companies increasingly changing their workflows. The dynamics of working in a digitized environment require a fair amount of openness to inconstancy, ongoing transitions, updates, and bugs. However, a permanent sense of being unprepared can result in a lack of motivation to work and develop a career path.

Understanding and complying with data protection rules has become critical with the introduction of digital document management. Today, not only the big ones must handle the careful spreading of information. A one-person business, even a blogger without an official company, must do so. Young people may find these laws, requirements, and the technicalities of data security complex and challenging to understand and incorporate into everyday life, consequently triggering unintended data breaches or inappropriate administration of sensitive information.

Participants’ Gains

So, we developed this course, in which…

Digital Document Management Systems are crucial in today’s data-driven world, no matter which sector of the market we regard. With a comprehensive understanding of DMS principles, participants will be well-equipped to start their journey with managing and organizing digital data effectively. The course program will provide them with knowledge and skills relevant to boosting their efficiency, reducing time spent on document recovery and increasing their confidence in handling vast amounts of digital data.

As understanding digital workflows is a vital asset in today’s digital workplaces, the awareness of how tasks are automated or passed between departments seamlessly makes participants feel more comfortable and prepared to step into the professional world. Moreover, that can ease their transition from theoretical academia to a living, smart workplace.

Knowing data protection standards is a must-have skill in DMS, so participants will gain insights, increasing their readiness to handle business documentation, including sensitive data. Moreover, acquired information should support young people in reducing the risk of unintentional data breaches, ensuring they maintain the highest data integrity and security level.

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