Records Management Training Course

INTRODUCTION

Effective records management is crucial for the seamless operation of any organization. This involves the electronic and physical storage of documents, custodial retention of cash equivalents, comprehensive archive management, and the strategic use of third-party services. An efficient records management system safeguards organizational information and enhances business processes. By the end of this course, participants will be equipped with the knowledge and skills necessary for proficient records management and archiving.

Course Objectives

By completing this course, participants will be able to:

• Conduct thorough recordkeeping analysis for any organization.
• Design and implement a comprehensive records management plan.
• Apply best practices in records management.
• Monitor and control records management systems effectively.

Duration

5 Days

Who Should Attend

This course is designed for secretaries, assistants, and any individuals responsible for managing records within their organizations. It is also suitable for those looking to enhance their records management skills.

Course Outline

Records Management Fundamentals

• Introduction to Records
• Understanding Records Content, Context, and Structure
• Basics of Records Management
• Regulatory Environment for Records Management

Records Management Systems

• Key Characteristics of Records Management Systems
• Essential Components of Records Management Systems

Records Management Processes

• Identifying Documents to be Captured as Records
• Understanding the Records Lifecycle
• Best Practices for Records Lifecycle Management:
  • Capturing Records
  • Registering Records
  • Classifying Records
  • Storing Records
  • Accessing Records
  • Tracking Records
• Implementing Records Disposal
• Documenting Records Management Processes

Records Control

• Developing Records Metadata Schema
• Creating Business Classification Schemes
• Setting Permissions and Access Rules
• Establishing Disposition Authorities

Records Management Policy

• Objectives of Records Management Policy
• Assigning Responsibilities in Records Management
• Key Provisions of Records Management Policy
• Training and Competency Development

Protecting Vital Records

• Assessing Potential Hazards
• Developing Policies and Procedures to Protect Important Documents
• Implementing Methods for Protecting Records
• Executing Vital Documents Protection Plans

Monitoring and Auditing Records Management Systems

• Regularly Reviewing Management Policies, Plans, Systems, and Guidelines
• Monitoring Compliance with Records Management Guidelines
• Updating Records Management Policies

Electronic Records Management

• Types of Electronic Records
• Introducing Electronic Records Management (ERM)
• Challenges in ERM Management
• Understanding Electronic Recordkeeping Systems (ERKS)
• Addressing Implementation Issues of ERM and ERKS

Records Management Standards

• ISO 15489: Information and Documentation – Records Management
• ISO 23081: Metadata for Records
• ISO 30300: Management Systems for Records
• ISO 30301: Management System for Records – Requirements

General Notes

• Our seasoned trainers, with extensive experience as expert professionals in their respective fields, deliver this course. The training combines practical activities, theoretical instruction, group work, and case studies for a comprehensive learning experience.
• Participants will receive training manuals and additional reference materials.
• Upon successful completion of the course, participants will be awarded a certificate.
• We offer tailor-made courses to meet specific organizational needs. For more information, contact us at training@skillsforafrica.org.
• The training will take place at the Skills for Africa Training Institute in Nairobi, Kenya.
• The training fee includes tuition, training materials, lunch, and the training venue. Accommodation and airport transfer can be arranged upon request.
• Payment should be made to our bank account before the start of the training. Please send proof of payment to training@skillsforafrica.org.