All organizations are required to keep records, regardless of industry or type of business. Document and records management affects everyone in the organization, regardless of whether written into their job description or not. Records management has become a business imperative and spans all business units including core business activities.

The complexities of modern organizations are such that records management programmes often span multiple legal jurisdictions, and different laws may apply. The advent of electronic records requires that all records on all media and formats should be managed in a consistent manner, and this course provides the framework for implementation accordingly.

The Documents and Records Management Masterclass training course is based largely on the international standards and methodologies for implementing Records Management. This training course is ideal for records management professionals and administrators who need a comprehensive approach and guidance to planning, setting up and managing physical and electronic records within the organization. Delegates will receive several templates and frameworks to kick start their records management improvement. This training course is a must for any staff member who has been appointed to manage records, or who has been allocated those responsibilities

Important Features

The important features of Document and records management masterclass course are :

• It is based on and incorporates International Standards
• It includes management of records on all media, including paper, electronic and multi-media
• It provides a strategic framework for developing a records management programme, spanning all business units and territories affected
• It focuses on deriving business benefits, over and above meeting compliance requirements

Learning Objectives

• Understand the legal environment that surrounds records management and their responsibilities in terms of the law
• Make informed decisions relating to electronic records, and advise their organisations accordingly
• Conduct a records audit as a basis for developing a records management strategy
• Create and implement a records management roadmap and programme
• Use the DIRKS records management methodology in accordance with ISO 15489
• Understand the various standards applicable to records management
• Manage records on all formats
• Conduct an analysis of processes which impact on records management
• Develop a Business Classification Scheme or File Plan
• Implement a retention schedule
• Implement a systematic disposal programme to destroy or transfer records which no longer have value
• Understand the risks associated with various types of records media and protect against these risks.
• Understand Vital records, and implement a vital records plan
• Develop a change and communications plan.
• Implement an on-going audit and assessment programme.

Target Audience

The Document and Records Management Masterclass training course is designed for:

• Document controllers & administrators
• Records management professionals
• Senior registry officials
• Departmental heads responsible for records management
• Departmental/unit records coordinators
• IT staff responsible for records management

Attendance to this training course would enable delegates to develop a records management programme and implement it in their organization. It would also help ICT individuals understand the importance of records management.

Training Methodology

This practical and results-oriented Document and Records Management Masterclass training course is based on adult learning concept. It incorporates short inspiring lectures with structured lessons from the learning manual; captivating PowerPoint slides with videos to enhance learning; ongoing discussions with action planning; ample time for Q&A; training activities to reinforce key concepts within a fun learning environment.

Pre and Post course assessments will be used to measure the effectiveness of this training and measure the skill and ability of participants.

Course Contents

Day 1 - What is Document and Records Management

Description:

• On Day One the course will cover the terminology, fundamentals, and principles
• Definitions and core concepts
• Understanding Documents V Records and the interrelationships between them
• Archives
• Managing electronic records
• Metadata and naming conventions
• Managing micrographic records
• Managing audio-visual records
• Managing security classified records in all formats
• Digital preservation
• Vital records

Day 2 -Regulatory Environment and Strategy

Description:

• On Day Two the course will cover the Regulatory environment and development of the records management strategy
• Statutory and regulatory framework applicable to records management
• Managing records across borders
• Records Management standards
• Implications for Electronic records
• Setting up a Records Management programme:
•    Creating a Records Management strategy
•    Conducting a records assessment/audit using Generally Accepted Recordkeeping Principles (GARP)
•    Implementing according to the standards (ISO 30300, 30301, 15489)
•   The DIRKS Methodology (Developing and Implementing a Record Keeping System)
• Functions and responsibilities of a Records Manager

Day 3 -Change Management and Implementation

Description:

• On Day Three the course will cover implementation and management issues
• Communications and change management
• How to create a communications plan?
• Rolling out the plan
• Managing records on all media
• Paper-based records
• Cartographic records
• Audio-visual records
• Caring for magnetic media
• Magnetic tapes
• Diskettes
• Caring for optical media
• Micrographic records
• Audio-visual records
• Electronic Records Management
• Born-digital documents and records
• Scanned images
• Digital signatures
• Electronic Document and Records Management Systems (EDRMS)

Day 4 -Records Classification

• On Day Four the course will cover records classification systems
• Designing, implementing, and maintaining a records classification system
• Records Inventories and audits
• Creating Functional subject filing systems
• Designing and implementing a new file plan/classification scheme
• Integrating document and records management classification
• Records security classification

Day 5 -Disposal and Compliance Monitoring

• On Day Five the course will cover techniques for retention and disposition, and compliance monitoring
• Retention and Disposition
• Understanding the records lifecycle
• Creating retention schedules
• Creating a Systematic disposal programme
• Gaining control
• Current records
• Terminated records
• Applying for approval to destroy
• Current records
• Terminated records
• Disposal of records
• Destruction of records
• Transfer of Records
• Transfer to an archive
• Compliance Monitoring
• On-going audits
• Developing and conducting Maturity assessments