Hybrid Records Management: Inventory & Appraisal Training Course

Introduction

Managing hybrid records effectively is a critical challenge for organizations navigating the transition between physical and digital information. This essential training course focuses on Inventory & Appraisal Techniques for Hybrid Records, equipping participants with the specialized skills to systematically identify, evaluate, and manage information assets across formats. You will learn how to conduct comprehensive inventory processes for both paper and electronic records, apply robust appraisal techniques to determine their value and retention, and develop strategies for seamless integration of hybrid records within your information governance framework. Mastering inventory & appraisal techniques for hybrid records is paramount for ensuring compliance, optimizing storage, and facilitating efficient access to vital organizational information.

This intensive training course delves into the practical application of cutting-edge methodologies for inventory & appraisal within a hybrid records environment. We will explore various tools and technologies for records inventory, delve into advanced appraisal criteria for both physical and digital information, and discuss strategies for managing the lifecycle of records that exist in multiple formats. Participants will gain hands-on experience in developing inventory schedules, applying appraisal decisions consistently, and addressing the unique challenges posed by hybrid records, including data migration and preservation. By the end of this training course, you will possess the expertise to implement effective inventory & appraisal techniques that streamline your hybrid records management and enhance organizational efficiency.

Target Audience

• Records Managers
• Archivists
• Information Governance Professionals
• Data Managers
• Compliance Officers
• IT Professionals involved in records systems
• Anyone responsible for managing organizational information assets

Course Objectives

• Understand the unique challenges and opportunities presented by hybrid records environments.
• Learn foundational principles of records inventory and their application to hybrid formats.
• Master various techniques for conducting comprehensive records inventories for both physical and digital records.
• Develop skills in applying appraisal criteria to determine the administrative, legal, fiscal, and historical value of hybrid records.
• Understand the legal and regulatory requirements impacting records retention and disposition.
• Learn how to create effective retention schedules for hybrid record series.
• Explore tools and technologies that support inventory and appraisal in hybrid environments.
• Understand strategies for managing records existing in both physical and electronic formats.
• Develop skills in addressing unique appraisal challenges posed by digital and born-digital records.
• Learn about the importance of metadata in managing and appraising hybrid records.
• Understand the role of inventory and appraisal in overall information governance.
• Explore best practices for record disposition and preservation in a hybrid environment.
• Apply practical inventory and appraisal techniques to real-world hybrid records scenarios.

Duration

5 Days

Course Content

Module 1: Understanding Hybrid Records Environments

• Defining hybrid records and their challenges in modern organizations.
• Exploring the continuum of records formats: paper, microform, electronic, and born-digital.
• Understanding the drivers for hybrid records management (e.g., digital transformation, legacy systems).
• Identifying the risks and opportunities in managing mixed-format information.
• Overview of the hybrid records lifecycle and information governance principles.

Module 2: Foundational Principles of Records Inventory

• Defining the purpose and benefits of conducting a records inventory.
• Understanding the scope and planning phases of an inventory project.
• Key data elements to capture during a records inventory.
• Methodologies for organizing and categorizing records series.
• Establishing clear objectives for your records inventory process.

Module 3: Inventory Techniques for Physical Records

• Practical approaches to surveying and documenting paper records.
• Utilizing inventory forms, spreadsheets, and databases for data collection.
• Techniques for physical box and file labeling and tracking.
• Managing off-site storage and physical records retrieval during inventory.
• Ensuring accuracy and completeness in physical records inventory.

Module 4: Inventory Techniques for Electronic Records

• Strategies for identifying and surveying electronic records across systems and networks.
• Using automated tools for e-discovery and content analysis in inventory.
• Documenting electronic record locations, formats, and associated metadata.
• Addressing challenges of unstructured data and personal drives in inventory.
• Integrating electronic inventory data with existing records management systems.

Module 5: Principles of Records Appraisal

• Understanding the concept of records appraisal and its objectives.
• Applying the administrative, legal, fiscal, and historical (ALFH) value criteria.
• Differentiating between temporary and permanent records.
• Considering the evidential and informational value of records during appraisal.
• The role of stakeholders in the appraisal decision-making process.

Module 6: Appraisal Techniques for Hybrid Records

• Developing consistent appraisal techniques for records existing in multiple formats.
• Evaluating the primary format for record preservation and access in hybrid records.
• Addressing issues of redundancy and duplication across physical and electronic copies during appraisal.
• Applying legal and regulatory retention requirements to hybrid records.
• Making informed decisions on the long-term retention or disposition of hybrid records.

Module 7: Developing and Implementing Retention Schedules

• Understanding the components of a comprehensive retention schedule.
• Mapping inventory data to appropriate retention periods based on appraisal decisions.
• Gaining legal and business approval for retention schedules.
• Implementing and communicating retention schedules across the organization.
• Regularly reviewing and updating retention schedules to reflect changes in laws and business needs.

Module 8: Tools, Technology, and Best Practices

• Exploring records management software and systems that support inventory & appraisal.
• Leveraging metadata standards for enhanced hybrid records management.
• Best practices for data migration and long-term preservation of hybrid records.
• Understanding the role of policy and training in effective hybrid records management.
• Case studies and practical exercises in applying inventory & appraisal techniques to hybrid records.

Training Approach

This course will be delivered by our skilled trainers who have vast knowledge and experience as expert professionals in the fields. The course is taught in English and through a mix of theory, practical activities, group discussion and case studies. Course manuals and additional training materials will be provided to the participants upon completion of the training.

Tailor-Made Course

This course can also be tailor-made to meet organization requirement. For further inquiries, please contact us on: Email: info@skillsforafrica.org, training@skillsforafrica.org  Tel: +254 702 249 449

Training Venue

The training will be held at our Skills for Africa Training Institute Training Centre. We also offer training for a group at requested location all over the world. The course fee covers the course tuition, training materials, two break refreshments, and buffet lunch.

Visa application, travel expenses, airport transfers, dinners, accommodation, insurance, and other personal expenses are catered by the participant

Certification

Participants will be issued with Skills for Africa Training Institute certificate upon completion of this course.

Airport Pickup and Accommodation

Airport pickup and accommodation is arranged upon request. For booking contact our Training Coordinator through Email: info@skillsforafrica.org, training@skillsforafrica.org  Tel: +254 702 249 449

Terms of Payment: Unless otherwise agreed between the two parties’ payment of the course fee should be done 10 working days before commencement of the training.