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Records Management
Records management, or RM, is the practice of identifying, classifying, archiving, preserving, and destroying records. The ISO 15489: 2001 standard defines it as "The field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records".
The course will introduce participants to the practice of records management which involves creating, approving, developing and enforcing records policies, including a classification system and a records retention policy. Developing a records storage plan, which includes the short and long-term housing of physical records and digital information. Identifying existing and newly created records, classifying them, and then storing them according to standard operating procedures.
Participants will also get insights on how to execute a retention policy to archive and destroy records according to operational needs, operating procedures, statutes, and regulations.
Course Objectives:
- Define records management and describe the importance of managing document-based information systems in business and government.
- Describe the business justification for records management and list the major components of a formally established records management program.
- Identify the distinguishing differences among the major methods used in inventorying the records of an organization.
- Delineate the different methods used in inventorying electronic record media.
- Explain the business and legal benefits of establishing a records retention program.
- Describe the steps involved in planning and developing a records retention program.
- Discuss the legal issues of records retention program development.
- Describe the theory and practice of records retention decision-making.
- Explain the need for vital records protection and disaster recovery planning.
- Describe how vital records are identified and how they differ from important and useful records.
- Explain the concepts and techniques of protecting vital electronic records.
- Identify guidelines for developing vital records operating procedures.
- State the objectives of a filing system. . .
- Enumerate the arrangements, purposes, and characteristics of the different classification systems, i.e., subject, numeric, alphabetic, alphanumeric.
- Identify factors that help reduce the area and time of a records search.
- Explain the primary tools used for identifying records.
- Recommend solutions for common filing problems and for safeguarding the security and confidentiality of records.
- Describe the process for file reorganization.
- Identify the reasons for careful selection of records housing equipment and describe the criteria and considerations in selecting equipment.
- Explain principles for inventorying electronic records.
- Describe and evaluate records management software and how it is used.
- Outline policies and procedures for establishing a records disposal system for a records center.
- Enumerate the duties and responsibilities of records center personnel.
- Define archives management and explain the types and functions of archives.
- Identify the criteria for appraising the value of archival records.
- Describe the principles of conservation of archival materials to ensure their permanent preservation.
Who should attend?
Record Managers in Government, NGOs and Private Sector Organisations, charged with enhancing information systems, which rely on well-managed and accurate records, areas such as research, health, education, human resource management just to mention a few
By the end of this course, the participant will be able to:
- Establish the status of Records Management in their organisations and be able to recommend improvements
- Determine whether the current Records Management Strategy and Procedures are effective
- Raise awareness within the Organisation on the need of an effective and efficient Records Management System
- Develop an action plan with a hybrid classification scheme ( incorporating both the physical and electronic schemes)
- Develop a Records Management Strategy for the Organisation
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