Effective records management is the spine of any well-functioning organization, ensuring that business activities are supported, and service delivery is optimized. In today's digital era, Electronic Records Management (ERM) has become crucial, not only for maintaining the content, context, structure, and links between records but also for enabling their accessibility and supporting their business value. This comprehensive training course is designed to equip participants with the knowledge and practical skills needed to implement and manage electronic records systems effectively, thereby enhancing the efficiency and security of their organization's records management processes. Participants will delve into the lifecycle of records, explore best practices in ERM, and learn how to develop robust disaster risk management plans and organizational policies for electronic records management. The Electronic Records Management Systems and Leadership course also emphasizes the leadership skills necessary to successfully manage ERM initiatives and engage stakeholders throughout the implementation process.

What You Will Learn

By the end of the Electronic Records Management Systems and Leadership course, participants will be able to:

• Grasp the fundamental concepts of Electronic Records Management (ERM) and its role in supporting organizational business processes.
• Understand the complete lifecycle of records, with a focus on electronic records.
• Implement and manage an ERM system effectively.
• Apply best practices in electronic records management to enhance organizational efficiency.
• Conduct a thorough assessment of their organization's records management needs.
• Develop and implement disaster risk management plans specific to ERM.
• Formulate and execute an organizational electronic records management policy.

Course Duration: 5 Days

Course Outline

Records Management Fundamentals

• Basic definitions and introduction to records
• Content, context, and structure of records
• Overview of records management principles

Records Lifecycle

• Phases of the records lifecycle: Creation, Distribution, Use, Disposition, and Archiving
• Importance of lifecycle management in ERM

Introduction to Electronic Records Management (ERM)

• Types of electronic records and their significance
• Key elements of an effective ERM system
• Addressing common implementation challenges
• Best practices in electronic records management

Electronic Recordkeeping

• Distinctions between electronic record-keeping and management
• Objectives and benefits of electronic record-keeping
• Integration with other IT systems for seamless operation
• Critical success factors for ERM implementation

Elements of Effective Records Management System

• Conducting records inventory and classification
• Developing retention schedules and managing records storage
• Implementing a vital records program and planning for disaster prevention and recovery
• Ensuring proper disposition of records

Classification and Indexing of Records

• Designing a robust records classification system
• Exploring various classification schemes and their attributes
• Understanding the role of metadata in ERM and methods for its collection and application

Evaluating Organization's Need for ERM System

• Conducting an ERM needs assessment
• Collecting and analyzing data from different users
• Using data analysis for ERM planning

Planning for Electronic Record Management System

• Integrating records management into the organization's information management strategy
• Planning for cultural change associated with ERM implementation
• Defining end-users' roles in the ERM system
• Resource planning for effective ERM implementation

Leadership in Electronic Records Management

• Developing leadership skills for managing ERM initiatives
• Enhancing effective communication and stakeholder engagement during ERMS implementation
• Applying change management strategies for successful ERMS adoption

Implementing ERM System

• Components and design of an ERM system
• Solution options for information and records management
• Steps to implementing an effective ERM program
• Developing an information governance strategy
• Integrating people, processes, and technologies in ERM

ERM System Implementation Standards

• Overview of Model Requirements for the Management of Electronic Records (MoReq)
• Understanding AIIM standards for integrating records management with document management
• Reviewing international standards like ISO 15489-1

Disaster Risk Management in ERM

• Identifying types of disasters, hazards, and risks in ERM
• Planning and developing policies for disaster risk management
• Methods for records protection

Monitoring and Auditing of Electronic Records Management System

• Conducting regular reviews of records management policies, plans, and systems
• Monitoring compliance with records management guidelines
• Implementing change management in organizational records management policy

Electronic Records Management Policy

• Defining the objectives and responsibilities of records management policy
• Key provisions to include in the records management policy