How I confidently aced the Level 2 Refresher and Recertification for the Documented Information Controller

Our company values our professional growth and development, which is why they organize training sessions to help us improve our skills. On February 27, 2024, we participated in an extremely constructive one-day training aimed at refreshing and re-certifying our knowledge as Documented Information Controllers. The seminar was designed to be very informative and detailed, with four modules, a workshop, and an assignment. It was an excellent opportunity to gain new insights and enhance our competence as document controllers.

In our training session, we delved into the crucial topic of information security and how to ensure the confidentiality, integrity, availability, and accessibility of information. We had a detailed discussion on the meaning of information and why it is so vital to protect it. The training also covered the different technologies that aid in classifying information, as well as the risks and impacts involved in this process. We also explored the reasons and timing for classifying information and the potential threats to its security. The training session was aimed at equipping the information controller with advanced skills and knowledge in managing digital information, thereby improving their overall competence. The session focused on the security controls that can be implemented to protect classified information. Lastly, it was also tackled in the training to enhance the competence of the documented information controller, especially in the digital world. Overall, it was an informative and constructive training session that equipped us with the knowledge and skills needed to safeguard confidential information.

As per Ojo & Ayoko, 2024, records are essential information that institutions or individuals create, receive, and maintain for legal or business purposes. Therefore, it's crucial that information be reliable, accurate, complete, precise, and up to date in every organization. Keeping records enables easy access to relevant information when needed and ensures the proper disposal of unnecessary data. In today's digital era, information security is of utmost importance, regardless of the organization's size, location, or use (Famous et al., 2024). Therefore, we must ensure robust information security practices to protect sensitive data from unauthorized access and keep our records safe.

The skills and knowledge I acquired during the course have equipped me to effectively implement and prioritize confidentiality, integrity, and availability with complete confidence and compliance.

In 2024, Famous et al., conducted a study in which they reviewed and compared the top five document management systems (DMS). Their focus was on evaluating the security measures of each system using a qualitative review method based on confidentiality, integrity, availability, and compliance (CIA-C). Through their research, they identified a gap in knowledge concerning the comparison of information security levels in document management systems. This finding highlights the need for further research to better inform users and assist them in making informed decisions when selecting a DMS.

Our organization has opted for a hybrid approach to documentation, combining both manual and computerized methods, to ensure that we maintain all original records as per our foundational requirements. While considering our closest clients' criteria for utilizing a Document Management System (DMS), we found that the majority of them also rely on manual documentation, with a few papers being shared and delivered via email. We believe that our approach allows us to strike a balance between the convenience of digital documentation and the reliability of maintaining original records. As stated in the preceding document management system in the study conducted by Famous et al., our organization does not use any of it. Instead, we use a hybrid style of documentation, a blend of manual and computerized, because our job is foundational and requires us to maintain all original records.

The morning session provided a great opportunity for collaboration among our colleagues. We were able to share and discuss three pieces of classified information, including the current level of control being applied and possible improvements that could be made. Our team presented a slide presentation and engaged in a productive discussion with the participants, which resulted in some valuable insights and ideas being shared. Overall, it was a very constructive and beneficial session.

I was really impressed by the second module of the course, where I gained a deeper understanding of digitization, digitalization, and digital transformation. Even though I had some prior knowledge of the topic, the way our facilitator explained each concept was very insightful and informative. I am excited to put this newfound knowledge to use and continue learning more about the subject.

Digitization and Digitalization

Shannon's work in 1948 brought about the concept of digitization, where binary digits could be used to store all types of information by converting analog signals to digital signals. This discovery paved the way for the parallel concept of digitalization.

Legner et al., 2017 offer a useful distinction between digitization and digitalization. Digitization refers to the conversion of analog into digital signals, which involves the dematerialization of information and the redundancy of physical assets in terms of information storage, transmission, and processing. Digitalization, on the other hand, focuses on the socio-technical conditions of adopting and utilizing digital technologies, with an emphasis on their societal, organizational, and individual impact. This distinction can help us better understand the ways in which technology is changing our world and how we can make the most of these changes.

Digitalization and Digital Transformation

Digitalization and digital transformation are two important concepts that organizations need to understand in order to stay ahead in today's fast-paced digital landscape. While digitalization focuses on improving processes through the implementation of digital solutions, digital transformation is all about embracing technology to drive a complete organizational overhaul. By leveraging digital tools and strategies, companies can not only streamline their operations but also gain a competitive edge in the market. With digitalization, businesses can enhance their operational efficiency, whereas digital transformation empowers them to make strategic shifts that can transform the way they do business (Channel Insider, 2023).

Digitization vs Digital Transformation vs Digital Transformation

Digitization

Moving on System (Academia Serosoft, 2024)

Past, Digitize, and Organize Information (Rosehall Management Consultants, Inc., 2024)

Conversion (Oentoro, 2024)

Converting analog data into digital format (Channel Insider, 2023)

process of converting physical objects into digital format (Monton, 2022)

The process of making information available and accessible in a digital format (Yokogawa, 2021)

creating a digital representation of physical objects or attributes (Gupta, 2020)

Digitization essentially refers to taking analog information and encoding it into zeros and ones so that computers can store, process, and transmit such information (Bloomberg, 2018)

Digitalization

Moving Online and Making the Best of Digitization (Academia Serosoft, 2024)

Adaption (Oentoro, 2024)

Now, the process of leveraging digitization and the application of technology (Rosehall Management Consultants, Inc., 2024)

Turning analog processes into digital ones (Channel Insider, 2023)

Developing processes and changing workflows to improve manual systems (Monton, 2022)

The act of making processes more automated through the use of digital (Yokogawa, 2021)

Enabling or improving processes by leveraging digital technologies and digitized data (Gupta, 2020)

The way in which many domains of social life are restructured around digital communication and media infrastructures (Bloomberg, 2018; Brennen & Kreiss, 2018)

Digital Transformation

• Adopting overall transformation in all aspects (Academia Serosoft, 2024)
• Future: Process of using digital technology that helps improve the business (Rosehall Management Consultants, Inc., 2024)
• Integration of digital technology into all areas of a business, fundamentally changing how you operate and deliver value to customers (The Enterprise Project, 2024)
• Creation (Oentoro, 2024)
• Reshaping organizations via digital technology. Digitalization- Plus (Channel Insider, 2023)
• Leveraging knowledge and integrating it in all business areas to enhance engagement and create new value (Monton, 2022)
• The process of devising new business applications that integrate all the digitized data and digitalized applications (Yokogawa, 2021)
• Business transformation enabled by digitalization (Gupta, 2020)
• Customer-driven strategic business transformation that requires cross-cutting organizational change as well as the implementation of digital technologies (Bloomberg, 2018)

The training session was a success, and the discussion was engaging. I completed the assignments, which included a self-assessment of the scenario presented. As a DIC, I want to constantly improve my skills and other competencies should I work on to become a more proficient Documented Information Controller.

Online Examination

To advance to level 2, let's focus on meeting the requirements such as admission, professional experience, and qualifications. Once we have fulfilled these criteria, let's aim to excel in the examination by aiming to score 67% or more of the maximum possible points. This way, we can ensure that we are well-prepared for the next level and ready to take on new challenges.

Facilitator use testing and evaluation to gain insight into what their participants have understood and plan their instruction guides. The Perscert TÜV follows this practice, which plays a significant role in how participants learn, what motivates them, their facilitator, and how they teach. The tests are conducted to compare the participant's performance against the requirements and specifications, and the results are then evaluated to assess the progress made.

According to Exam Testing, 2021, when instructors want to gain insight into what their learners have understood and plan for instruction guides, they will test and evaluate their students, and that’s what the Perscert TÜV is doing. With this, the test and the evaluation play a significant role in how learners learn, what motivates both the participants and the facilitator, and how they teach compared against requirements and specifications through testing. Test results are evaluated to assess the progress of the performance.

The examination was originally scheduled for March 7, 2024, but participants and TÜV representative agreed to move it to March 14, 2024, at 2:00 p.m. This change accommodates everyone's schedule and ensures that the DIC's are well-prepared for the examination. I am optimistic about my ability to pass and ace Level 2 of the re-certification for a documented information controller. Although there might be some unexpected questions that are new to me, I am eager and willing to put in the effort to be well-prepared. I am determined to learn from my previous experience and tackle the questions with confidence this time around. I am looking forward to demonstrating my knowledge and skills and passing the Level 2 examination with flying colors. I believe that this examination will be a great opportunity for me to showcase my expertise and further enhance my professional development and I'm confident that with three weeks of preparation, I'll pass and ace Level 2 of the recertification of a documented information controller.

I am excited yet a little anxious about the Level 2 examination. Though I faced some difficulties with diagram question and scenarios during my last exam, I am looking forward to this opportunity to showcase my knowledge and skills. The exam consists of four choices that are challenging but I am determined to tackle them with confidence and perform my best. I am optimistic about achieving a score of at least 67% or more in the exam.

I am thrilled to share that on April 4, 2024 I received confirmation from a TÜV representative that I successfully passed the level 2. This accomplishment has not only brought me great joy but has also proven to my company that I am dedicated to my professional development. I am excited to continue utilizing my skills and knowledge to contribute to the growth of our team.

I would like to invite my readers, especially those in document control positions, to enroll in this training program. The program will equip you with all the necessary standards of ISO. All you need to do is enroll in the course, and I am confident that you will pass levels 1 and 2 of the Documented Information Controller with TÜV Rheinland certified qualification, just like I did.

My advice to you is to take note of all the important topics presented by the facilitator and jot them down. To make the most of any discussion, it's important to actively engage yourself by asking questions. This not only helps to build a collaborative atmosphere but also ensures that everyone's ideas are heard and respected. So, don't hesitate to jump in and share your thoughts with the group! and other participants can have a collaborative idea. All the questions and answers are in the presentation, so you just need to understand and apply them as much as possible. If you have already applied for them in your current position, then passing this certification will be very easy.

It's interesting to note that when I passed level 1, I made use of a QR code generated by TÜV Rheinland Certified. I added the code to my master document register and transmittal to ensure that it's always present when transmitting a document. I'm proud that I'm a certified Documented Information Controller. It's a great achievement for me, and I believe it demonstrates my commitment to my profession.

Good luck to all the future and recertified DIC's. Remember, if I can make it, so can you.

Link to my achievement here: https://www.certipedia.com/quality_marks/0000080633?locale=en