Record and Document Management
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Some people waste as much as 25% of their day searching for information, both on paper and digitally. It is vital that employees understand how to appropriately manage, organize and store company records and information. This is not only essential to a company's business operations, but key to improving efficiency and productivity. And now, it is more important than ever for information to be accessible no matter where you work.
In this training, participants will learn how to manage electronic records and documents more effectively in a Windows based environment. Participants will understand the fundamentals of organizing and concepts to apply to good records management. They will learn how to create an effective and intuitive electronic filing system to manage documents. In addition, how to collaborate on documents using various applications.
Your Benefits of Attending:- Better understand the definition of a record and record formats.
- Review various record management locations and how to best utilize them.
- Learn to build an effective hierarchical filing system for all document management systems.
- Understand basic records retention requirements, regulations and guidelines.
- Learn best practices for managing, organizing and accessing information on local drives and cloud-based document management systems.
- Understand collaboration functionality for revising and editing documents in cloud-based systems.
- Learn how to effectively name documents for versioning, easy retrieval and access.
- Gain searching strategies to find information quickly with digital tips and tricks.
Join K.J. McCorry as she walks you through the best strategies for record and document management.
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K.J. McCorry
K.J. McCorry is the owner of Officiency Enterprises, Inc. a consulting company based out of Boulder, CO. K.J. consults in a wide-variety of topics including productivity, systems improvement, records management, and sustainability. She is the author of Organize Your Work Day In No Time, by Que Publi [...]
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Browse previous versions of this webinar series:
- Record and Document ManagementWebinar Date: June 25, 2026
- Record and Document ManagementWebinar Date: April 1, 2025VIEWING
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This webinar received a total of 6 survey responses. Attendees have given an average rating of 4.2 stars out of a possible 5, reflecting the quality and value of the content presented.
Webinar Presentation
How many of the objectives of the event were met?
4.0 Stars
How useful was the information presented at this event?
4.2 Stars
Overall, how satisfied were you with this event?
4.0 Stars
Speaker Performance
Overall, how satisfied were you with this presenter?
4.3 Stars
How closely did the presenter follow the schedule?
4.3 Stars
Reviews From Webinar Survey
Our webinars are crafted to deliver exceptional value and insight to business professionals. Below, you'll find genuine feedback from attendees.
Heather T.
June 26, 2026
4.8 / 5
Webinar Rating:
5.0 Stars
Speaker Rating:
4.5 Stars
Do you have any other comments, questions or concerns?
This provided a good foundation in preparation for our project of organizing files that no one has worked on for 30 years, so I am really happy to have attended and will likely have a coworker also sign up so we have the same starting point.
April E.
June 25, 2026
3.6 / 5
Webinar Rating:
3.7 Stars
Speaker Rating:
3.5 Stars
Do you have any other comments, questions or concerns?
There was something wrong with the sound. It kept cutting in and out, and it was very low in volume. I switched to my headphones, which helped when you could hear, but it still cut out and got scratchy (maybe static-y is a better word?). Unfortunately, because of that, I didn't pay as much attention.
Colleena C.
June 25, 2026
4.0 / 5
Webinar Rating:
4.0 Stars
Speaker Rating:
4.0 Stars
Do you have any other comments, questions or concerns?
no comment
Vicki R.
June 25, 2026
5.0 / 5
Webinar Rating:
5.0 Stars
Speaker Rating:
5.0 Stars
Do you have any other comments, questions or concerns?
Fantastic info!
Ginger W.
June 25, 2026
2.6 / 5
Webinar Rating:
1.7 Stars
Speaker Rating:
4.0 Stars
Do you have any other comments, questions or concerns?
I thought I would learn of how long to keep to records and if paper copies were needed if on the cloud - I knew everything presented for Teams/ Sharepoint
Nelly A.
June 25, 2026
5.0 / 5
Webinar Rating:
5.0 Stars
Speaker Rating:
5.0 Stars
Do you have any other comments, questions or concerns?
Really great in breaking down the subject and putting everything into simple and easy to follow terms. Been struggling to figure out my company's new digitizing documentation project and this webinar definitely gave me some groundwork.
Frequently Asked Questions
Effective record and document management combines organizational strategy, consistent naming conventions, and appropriate technology to ensure that information is accessible, secure, and managed in compliance with retention requirements. Best practices include building a hierarchical filing system that mirrors the logical structure of your work — organized by function, project, or category — so that documents can be found intuitively without relying on search alone. Establishing and applying consistent document naming conventions (including dates, version numbers, and descriptive titles) dramatically reduces time spent searching for current versus archived versions. Defining retention schedules for different record types — based on legal, regulatory, and operational requirements — ensures that records are kept as long as required and not indefinitely beyond their useful life. Leveraging cloud-based storage with appropriate access controls supports collaboration and ensures information is accessible regardless of where team members are working.
Designing an effective electronic filing system starts with mapping the logical categories of work the organization does and building a folder hierarchy that reflects those categories rather than individual preferences. A well-designed hierarchy typically has three to four levels: the broadest category at the top (by department or function), followed by progressively more specific sub-categories that mirror how users think about their work. The goal is that any team member can navigate to a needed document within a few clicks without relying on memory or search. Consistency is critical: the same filing approach should be applied across all users to prevent the fragmentation that occurs when individuals develop their own parallel structures. Filing guidelines should be documented and provided to all team members. Regular maintenance — archiving obsolete files, correcting misfiles, and reviewing the structure as the organization evolves — prevents the gradual accumulation of digital clutter that defeats even well-designed systems.
Records retention requirements vary by record type, industry, and jurisdiction, but several broad categories apply to most organizations. Federal employment law requires retention of I-9 forms, payroll records, and certain EEOC-related documents for defined periods — typically three to seven years. Tax records should be retained for a minimum of seven years to cover the statute of limitations for IRS audits. Corporate records such as formation documents, board minutes, and key contracts are often retained permanently or for the life of the organization plus a defined period. HIPAA requires medical records to be retained for at least six years. Financial statements and audit workpapers typically require seven-year retention. Beyond legal minimums, organizations should establish retention schedules for operational records based on business need. Critically, records with pending or reasonably anticipated litigation must be preserved under a legal hold, overriding normal destruction schedules. A documented retention policy managed by HR or legal counsel reduces both storage costs and legal risk.
Professionals who lack an effective document management system spend an average of 25% of their workday searching for information — a significant productivity drain that compounds across teams and organizations. Reducing this wasted time requires both organizational systems and digital search skills. On the organizational side, maintaining a consistent hierarchical filing structure, naming documents descriptively with dates and version identifiers, and filing documents promptly rather than accumulating desktop clutter prevents the problem at the source. On the search skills side, learning platform-specific search syntax for tools like Windows Explorer, SharePoint, Google Drive, and Outlook enables faster retrieval when filing is imperfect. Using metadata, tags, and document properties improves search precision in enterprise systems. Creating shortcuts or quick-access folders for current active projects reduces navigation time to the files used most frequently. For email, disciplined use of folders and search operators prevents inbox archaeology.
Cloud-based document management systems fundamentally change how teams collaborate by enabling multiple users to access, edit, and share documents from any location on any device, eliminating the version control problems that plague email-based document sharing. Platforms like Microsoft SharePoint, Google Drive, Box, and Dropbox Business provide centralized repositories where the current version of every document is always accessible, reducing the confusion of which file is latest. Co-authoring features allow multiple team members to work on a document simultaneously with real-time visibility into each other's changes. Version history functions allow teams to review and restore prior versions if needed. Permission settings control who can view, edit, or share specific files, protecting sensitive information while enabling broad collaboration on appropriate materials. For remote and hybrid teams, cloud document management is not a convenience but a prerequisite for operational effectiveness and information security, making training on these platforms essential for all team members.