Managing Hybrid (paper And Digital) Records Systems

Introduction

Managing Hybrid (Paper and Digital) Records Systems equips professionals with the strategies and techniques to effectively manage records across both physical and digital formats. This course focuses on analyzing the challenges of hybrid systems, implementing integrated management strategies, and understanding the impact of combined systems on organizational efficiency and compliance. Participants will learn to utilize records management tools, ensure data consistency and integrity, and understand the intricacies of digitization and paper record management. By mastering hybrid records systems, professionals can enhance information accessibility, streamline workflows, and contribute to the creation of a cohesive and compliant records environment.

The transition to fully digital records management is often gradual, necessitating a comprehensive understanding of hybrid systems. This course delves into the intricacies of records conversion, dual-format metadata management, and integrated retention schedules, empowering participants to develop and implement tailored hybrid management plans. By integrating traditional records management expertise with digital technology knowledge, this program enables individuals to lead records modernization initiatives and contribute to the creation of a seamless and efficient information ecosystem.

Target Audience:

• Records managers
• Archivists
• Information governance professionals
• IT managers
• Compliance officers
• Data managers
• Business analysts
• Project managers
• Students of information science and records management
• Individuals interested in managing hybrid records systems
• Database administrators
• Document controllers
• Risk managers
• Knowledge managers
• Data security professionals

Course Objectives:

• Understand the principles and challenges of managing hybrid (paper and digital) records systems.
• Implement techniques for analyzing and assessing existing hybrid records systems.
• Understand the role of digitization and records conversion in hybrid systems.
• Implement techniques for planning and executing digitization projects.
• Understand the principles of integrated metadata management for hybrid records.
• Implement techniques for developing and maintaining metadata across both paper and digital formats.
• Understand the role of integrated retention schedules and disposition policies.
• Implement techniques for developing and implementing unified retention and disposition plans.
• Understand the legal and regulatory frameworks surrounding hybrid records management.
• Implement techniques for ensuring compliance with hybrid records regulations and standards.
• Understand the role of security and access controls in hybrid records systems.
• Understand the challenges and opportunities of implementing hybrid records management in diverse organizational settings.
• Develop strategies for implementing and scaling up hybrid records management initiatives.

DURATION

10 Days

COURSE CONTENT

Module 1: Foundations of Hybrid Records Systems Management

• Principles and challenges of managing hybrid records systems.
• Understanding the evolution of records management in a digital age.
• Benefits of integrated management in enhancing efficiency and compliance.
• Historical context and emerging trends in hybrid records management.

Module 2: Hybrid Records Systems Analysis and Assessment

• Techniques for analyzing and assessing existing hybrid records systems.
• Implementing records audits and gap analysis.
• Utilizing records inventory and assessment tools.
• Managing system assessments.

Module 3: Digitization and Records Conversion

• Understanding the role of digitization and records conversion.
• Implementing scanning and imaging techniques.
• Utilizing optical character recognition (OCR) and data capture.
• Managing digitization projects.

Module 4: Digitization Project Planning and Execution Techniques

• Techniques for planning and executing digitization projects.
• Implementing project management methodologies for conversion.
• Utilizing digitization workflows and quality control.
• Managing conversion workflows.

Module 5: Integrated Metadata Management

• Understanding the principles of integrated metadata management.
• Implementing metadata standards for both paper and digital records.
• Utilizing metadata crosswalks and mappings.
• Managing metadata consistency.

Module 6: Metadata Development and Maintenance Techniques

• Techniques for developing and maintaining metadata across both paper and digital formats.
• Implementing metadata enrichment and validation.
• Utilizing metadata management systems.
• Managing metadata workflows.

Module 7: Integrated Retention Schedules and Disposition Policies

• Understanding the role of integrated retention schedules and disposition policies.
• Implementing unified retention and disposition plans.
• Utilizing records destruction and transfer procedures.
• Managing retention compliance.

Module 8: Unified Retention and Disposition Plan Development and Implementation Techniques

• Techniques for developing and implementing unified retention and disposition plans.
• Implementing legal hold and litigation readiness procedures.
• Utilizing retention schedule management tools.
• Managing disposition workflows.

Module 9: Legal and Regulatory Frameworks

• Understanding the legal and regulatory frameworks surrounding hybrid records management.
• Implementing compliance with data protection laws and industry regulations.
• Utilizing legal guidelines and standards.
• Managing legal and regulatory risks.

Module 10: Hybrid Records Regulation and Standard Compliance Assurance Techniques

• Techniques for ensuring compliance with hybrid records regulations and standards.
• Implementing compliance audits and reporting.
• Utilizing regulatory compliance tools and frameworks.
• Managing regulatory compliance.

Module 11: Security and Access Controls

• Understanding the role of security and access controls.
• Implementing physical and digital security measures.
• Utilizing access control lists and authentication methods.
• Managing security protocols.

Module 12: Implementation Challenges in Diverse Organizational Settings

• Understanding the challenges of implementing hybrid records management.
• Implementing hybrid solutions in different organizational cultures and industries.
• Utilizing hybrid strategies in multinational and global operations.
• Managing implementation in diverse contexts.

Module 13: Hybrid Records Management Initiative Scaling

• Techniques for developing hybrid records management project roadmaps.
• Implementing pilot project testing and evaluation.
• Utilizing scalability and performance optimization techniques.
• Managing hybrid records management team and governance.

Module 14: Case Studies: Managing Hybrid (Paper and Digital) Records Systems

• Analyzing real-world examples of successful hybrid records management implementations.
• Highlighting best practices and innovative hybrid solutions.
• Documenting project outcomes and impact.
• Industry and records management leader testimonials.

Module 15: The Future of Hybrid Records Systems Management

• Exploring emerging technologies and trends in hybrid records management.
• Integrating AI, cloud computing, and advanced scanning technologies.
• Adapting to evolving records landscapes and technological advancements.
• Building resilient and integrated records ecosystems.

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 5 working days before commencement of the training.