Records Management

About the Course

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. Implementing a records managements and archiving system is imperative to ensure safety and security of data for use now and in the future.

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 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 Outline

Records Management Fundamentals

• Introduction to records
• Content context and structure of record
• Introduction to record management
• Regulatory environment on records management

Records Management System

• Characteristics of a good record management system
• Components of a good record management system

Record Management Processes

• Determining documents to be captured as records
• Records Life cycle
• Best practices in record life cycle management
  • Records capture
  • Records registration
  • Records classification
  • Records storage
  • Records access
  • Records tracking
• Implementing records disposal
• Documenting records management process

Records Control

• Metadata schema for records
• Business classification schemes
• Access and permission rules
• Disposition authorities

Records Management Policy

• Objectives of records management policy
• Record management responsibilities
• Key provisions of record management policy
• Competence and training

Protecting Vital Records

• Assessment of potential hazards
• Development of policy, procedures to protect vital documents
• Records protection methods
• Implementation of vital documents protection plan

Monitoring and Auditing of Records Management System

• Conducting regular reviews of records management policy, plan, system and guidelines
• Monitoring compliance to records management guidelines
• Change management in organization records management policy

Electronic Records Management

• Types of Electronic records
• Introduction to Electronic Records Management
• Challenges managing ERM
• Electronic Recordkeeping System (ERKS)
• Implementation issues of ERM and ERKS

Records Management Standards

• ISO 15489
• ISO 23081
• ISO 30300
• ISO 30301