Controlled documents and well kept records are what an auditor relies on, and everyone in the business handles them. The guidance sets out the rules, and the signed record shows the briefing happened.

Effective Training Talks

This training talk is supplied in fully editable MS Word format, prepared using the F-Q7 Training Talk Attendance Record form template. All text is in Calibri font for improved readability.
The following document labelling is included in the footer:

• Talk number and title
• Information-classification
• Version
• Page number / total pages

alphaZ documents - beautifully designed, tried and tested training talks. No junk, jargon or unnecessary content. Simple and usable training material developed over 25 years through practical use in the real world.

Further Reading

Further guidance on document control and records:

• Document Control Explained
• Records Management and Retention
• Information Classification
• Document Control knowledge base

Logo Update Service

Download this training talk with your company name and logo already added!
Document Preparation is included with the alphaZ subscription.

How to Download

These files are included in the alphaZ subscription. The training talk is also included in the ISO 9001, ISO 14001, ISO 45001, ISO 27001 and ISO 22301 toolkits, including the integrated toolkits that combine them.

Need Help Implementing?

If you'd like hands-on help setting up your document register, records retention arrangements and personal data register, our remote support services provide direct expert input from our team, by the day, by project, or on an ongoing basis.

Management of Files, Documents and Records Training Talk

A training talk on managing files, documents and records for all staff - the document register and issue control, file naming, information classification, retention and keeping information secure. The download gives you a one-page attendance record with the talk description already filled in, plus the full guidance document to run the talk from.

Two Files in One Download

• TT-1-08 Management of Files, Documents and Records - the attendance record, with the topic and talk description ready to use and a signature line for each attendee
• GG-1-08 Management of Files, Documents and Records - the guidance document the talk is based on, to prepare from and to issue to staff afterwards

Talk Description

• The document register, issue control and approving changes
• File naming, and the Draft and Archive folders
• Information classification - unmarked files are Business Use
• Paper filing and retention of records
• Personal data and the record of processing activities
• Information security, physical security and information transfer

Running the Talk

Read through the guidance beforehand, talk the points through with the team, then have everyone sign the record. Keep the signed record as evidence that the briefing took place and who received it.

Why Unmarked Files Count as Business Use

Most everyday files never carry a classification marking, so staff need a simple default to work from. The talk sets that default as Business Use, which tells people how to treat a file without having to stop and ask.

Adapting the Talk

Both files are fully editable, so add your file naming convention, where the Draft and Archive folders sit and how long your key records are kept. Update the talk description if you cover extra points.

Keeping the Training Record

File the signed record with your training records, or log the talk against each attendee in a training matrix, so you can show who has been briefed and when.

Who Is It For?

Everyone who creates, edits or files company documents and records. It works at induction, as a refresher and whenever your document system or folder structure changes.

Included in the ISO 9001, ISO 14001, ISO 45001, ISO 27001 and ISO 22301 Toolkits

This training talk is part of the ISO 9001, ISO 14001, ISO 45001, ISO 27001 and ISO 22301 toolkits, and is included in the integrated toolkits that combine them.

Delivering Talks Regularly

Short, regular talks keep the way the business works in front of people. Run this one alongside the other general training talks to build awareness one topic at a time.

Related Training Talks

Other training talks that work alongside this one:

• TT-1-16 Data Protection
• TT-1-09 Integrated Management System (IMS)
• TT-8-07 Information Classification and Protection
• TT-8-06 Information Transfer