Records management involves the electronic storage of organization documents, physical storage of paper documents, custodial retention of cash equivalents, archive management, and use of third parties. To ensure the safety of organizational information an effective system for record management and archiving is required. The business processes of institutions are improved by the presence of a good record management system. At the end of this course participants ought to have gained the knowledge and skills of efficient and effective record management and archiving.

COURSE OBJECTIVES

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

• Undertake recordkeeping analysis for an organization
• Design a record management plan
• Implement a record management system
• Learn about the record management best practices
• Understand monitoring and controlling of a record management system

DURATION

5 Days

WHO SHOULD ATTEND

This course targets all secretaries and assistants who are responsible for records in their organizations. The course also targets all individuals who want to improve their record management systems.

COURSE OUTLINE

Records Management Fundamentals

• Introduction to records
• Records content context and structure
• Record management
• Records management regulatory environment

Records Management System

• Record management system characteristics
• Record management system components

Record Management Processes

• Identification of documents to be captured as records
• Life cycle of Records
• Record life cycle management best practices

o   Capture of records

o   Registration of records

o   Classification of records

o   Storage of records

o    Access to records

o    Tracking of records

• Records disposal implementation
• Records management process documentation

Records Control

• Records Metadata schema
• Business classification schemes
• Permission and access rules
• Disposition authorities

Records Management Policy

• Records management policy objectives
• Responsibilities  of Record management
• Record management policy Key provisions
• Training and Competence

Protecting Vital Records

• Potential hazards assessment
• Policy and procedures that protect important documents
• Methods of protecting records
• Vital documents protection plan implementation

Monitoring and Auditing of Records Management System

• Undertaking regular management policy, plan, system and guidelines reviews of records
• Compliance to records management guidelines monitoring
• Records management policy changes

Electronic Records Management

• Electronic records types
• Introducing Electronic Records Management
• ERM management challenges
• Electronic Recordkeeping System (ERKS)
• Implementation issues of ERM and ERKS

Records Management Standards

• ISO 15489
• ISO 23081
• ISO 30300

• ISO 30301

GENERAL NOTES

• This course is delivered by our seasoned trainers who have vast experience as expert professionals in the respective fields of practice. The course is taught through a mix of practical activities, theory, group works and case studies.
• Training manuals and additional reference materials are provided to the participants.
• Upon successful completion of this course, participants will be issued with a certificate.