Electronic Records Management Training Course

Introduction

Records management is the systematic control of an organisation's records, throughout their life cycle, in order to meet operational business needs, statutory and fiscal requirements. Effective management of corporate information allows fast, accurate and reliable access to records ensuring the timely destruction of redundant information and the identification and protection of vital and historically important records.

The course focuses on using records management and archiving as a tool for supporting organization’s business processes. Upon completion of these courses, participants will have the knowledge and skills necessary to perform their records management and archiving duties more efficiently and effectively.

Course Duration

5 Days

Course Objectives

By the end of the course, participants will be able to:

Carry out organizational recordkeeping requirements analysis 

Develop a robust records management plan  

Effectively implement a records management system 

Understand the best practices in records management 

Understand how to monitor and control a records management system 

Course Content

Introduction to Records

Basic definitions 

Importance of records in organizations 

Various types of records 

Important Qualities of Records

Records Lifecycle

Stages of a record’s life cycle 

Current Records/ Active 

Semi Current/ Semi Active 

Non-Current /Inactive

Introduction to Records Management

Definition of key terms and concepts 

Introduction to various records management functions 

Roles of various records management units 

Registry  

Records Centre 

Archive

Classification of Records

Introduction to records classification 

Types of classification schemes 

Designing a records classification System

Record Indexing, Records Retention and Disposition

Introduction to indexing of records 

Indexing process 

Records Retention and Retention Periods 

Records Transfer Processes  

Designing a records retention and Disposition Schedule

Metadata in Records Management

Importance of metadata 

Different types of metadata 

Methods for collecting and applying metadata

Records Appraisal

Importance of conducting records Appraisal  

Records appraisal tools 

Conducting a records appraisal  

Records Inventory

Records Management Policy and Standards

Records Management Standards 

De Jure Standards 

De Facto Standards 

Importance of Standards in RM

Records Management and ISO

ISO 9001 Quality Management Systems RM requirements  

ISO RM Standards  

RM best practices

RM Policy and Procedures

Objectives of records management policy 

Record management responsibilities 

Key provisions of record management policy 

Designing and Implementing RM Policies and Procedures

Electronic Records Management

Introduction to Electronic Records Management 

EDMS, ERMS and EDRMS 

Functional Requirements for EDRMS 

Evaluating EDRMS capabilities 

Selection criteria and vendor evaluation when acquiring a RM System 

Implementing a ERM systems

Disaster Management in RM

Types of disasters that affect records 

Disaster Planning, prevention, response and recovery 

Internet and web security for electronic records 

Protecting vital records 

Monitoring and Auditing of Records Management System

Conducting regular reviews of records management programs  

Monitoring compliance to records management guidelines