Strategic Records Management, Retention and Destruction

Ø INTRODUCTION

  Records managers see recordkeeping systems in a larger framework than just the records alone. Such systems include people who create and use organizational records, policies related to records, procedures to ensure maximum access to and use of records, tools and technologies to create and store records in a variety of formats, as well as education and store records in a variety of formats, as well as education and training both for records managers and those they serve. This course covers effectives strategies, techniques, systems, policies and procedures to manage all kinds of documents including paper flies, records, content, knowledge and information to meet international best practices and ISO standards to manage the storage, retention, archiving and formal destruction of records

Ø Objectives

By end of this course, delegates will be able to: -

• ESTABLISH best practices to set up classification, workflow, version control, legal records management, collaboration, check in/check out, security and enterprise search

 • IMPLEMENT archiving, retention and destruction policies, procedures, best practices

 • REVIEW records management systems that can be used to manage records retention and destruction and how to implement a project successfully

 • MEET international standards, legal, compliance, e-discovery, information security (ISO 27001), records management (ISO 15489) and other ISO standards related to document management

 • GAIN an opportunity to review latest policies and procedures for records management compliance and enterprise content management (ECM) and understand their importance to business

• UNDERSTAND the different roles in creating filing and documentation systems

• IMPROVE the strategic thinking on how to develop filing, document management, records management and archiving systems

Ø TRAINING METHODOLOGY

This training course will combine presentations with instructor-guided interactive discussions between participants relating to their individual workplace. Practical exercises, video material and case studies aiming at stimulating these discussions and providing maximum benefit to the participants will support the training.

This interactive training course includes the following training methodologies as a percentage of the total tuition hours:

v  30% Lectures, Concepts, Role Play

v  30% Workshops & Work Presentations, Techniques

v  20% Based on Case Studies & Practical Exercises

v  20% Videos, Software & General Discussions

v  Pre and Post Test

Ø WHO SHOULD ATTEND?

The seminar is specifically designed for: -

·         Document & Records Controllers

·         Document & Records Control Engineer

·         Control & Records Administrators

·         Information Compliance Officers

·         EDMA Administrator

·         EDMS Implementation Staffs

·         Project Administrators

·         Records Supervisors

·         Records Managers

·         Technical Staff

·         Data Managers

·         Document Management Supervisors

                                                           Outline

Day 1

What is Document and Records Management

·         Definitions and core concepts

·         Understanding Documents V Records, 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

Day  2

 Regulatory Environment and Strategy

• Statutory and regulatory framework applicable to records management
• Records Management standards, Implications for Electronic records
• Setting up a Records Management program & strategy
• Records audit using Generally Accepted Recordkeeping Principles (GARP)
• The DIRKS Methodology (Developing and Implementing a Record Keeping System)
• Functions and responsibilities of a Records Manager

Day 3

Change Management and Implementation

·         Communications and change management

·         Creating and rolling out communications plan?

·         Managing records on all media

·         Paper-based records, Cartographic records, Audiovisual records

·         Caring for magnetic media, Magnetic tapes, 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)

Day 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
•  

Day 5

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