Training on Documents & Records Management

Regardless of industry or type of business, all organizations are required to preserve records. Everyone in the organization is affected by document and records management, whether or not it is put into their job description. Records management has evolved into a business necessity that affects all business units, including fundamental company operations.
Because of the intricacies of modern businesses, records management programs sometimes span many legal jurisdictions and may be subject to different regulations.

Training Objectives

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

Target Audience 

The Documents and Records Management 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
  

COURSE CONTENTS

Module 1 - What is Document and Records Management

• 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

Module 2 -Regulatory Environment and 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

Module 3 -Change Management and Implementation

• Communications and change management
• How to create a communications plan?
• Rolling out the plan
• Managing records on all media
• Paper-based records
• Cartographic records
• Audiovisual 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)

Module 4 -Records Classification

• 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

Module 5 -Disposal 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