Electronic Records Management and Information Security

Introduction

Computerization has led to rapid and dynamic changes in the way governments and businesses operate.  Records managers today encounter a much wider range of records, paper-based and electronic than they dealt with even ten years ago.  Even the strategies adopted for integrating and managing paper and electronic records will be subject to change over time.  As a result, this workshop will provide professional training to participants in managing records and information required to take care of the business of the organization in an effective and cost-efficient manner.

Duration

10 Days

Course Level: Intermediate

Course Objectives

This training course will help organizations to:

• Improve access to information
• Improve tracking accountability of records
• Improve the security of information
• Develop a disaster recovery plan and Backup systems
• Begin business process reengineering by automating manual processes
• The increased importance of environmental, customer service, disaster recovery, and regulatory requirements
• Enhance information sharing internally & externally
• Provide new/faster services
• Preserve historic documents
• Achieve statutory/regulatory requirements more effectively
• Provide document security

Course Outline

Module 1: Office organization

• Describe organizing as a core responsibility of office professionals
• Illustrate their position in the organizational structure and the route of documentation they need to manage
• Identify and review the role of administration in their organization
• Assess their own organizing ability for effectiveness and efficiency
• Describe the need for effective systems as support for the efficient administration
• Rate the effectiveness of their departments’ systems

Module 2: Records Management

• Explain why organizations record and keep information
• Define “information management”, “records management” and “record”
• Name and describe the type of records that are specific to a contract in a selected business sector
• Describe the practice of records management
• Outline the process of managing physical records
• Discuss confidentiality issues
• Illustrate how to locate and provide records to users on request
• Understand the importance of maintaining accuracy, safety, and confidentiality of stored records
• List new trends in paper-based document management

Module 3: Paper records processing systems

• Explain the role of proper desk organization in records management
• Assess the efficiency of their departments’ current information storage and filing systems
• Outline the options in the paperwork and e-mail route
• Describe classification, tracer, cross reference, and index systems for paper-based storage

Module 4: Electronic records processing systems

• Explain the benefits and risks of electronic records management
• Understand how to deal with incoming mail and tasks
• Understanding the backup systems
• List some of the “best practice” procedures of e-mail management
• Appraise the need for an e-mail policy in an organization
• Define the organizational requirements for storing records electronically
• Outline the processes of locating, retrieving, copying, and dispatching information in an electronic storage system
• Illustrate the importance of secure storage of electronic records
• Highlight some of the consequences for their department if the information is not managed properly
• Understand the importance of dealing with confidential documents and issues
• Describe the processes of document scanning and tracking
• Highlight the legal requirements, policy, and best practices of document retention in the context of their organization and industry
• Describe the concept of “archiving”
• Evaluate the importance of optimizing technology e.g. e-mail, bar coding, scanning.

Related Courses

• Best Practices in Electronic Records Management and Digital Archiving Course

• Knowledge Management Course

• Digital Libraries, Repositories and Documents Course

• Artificial Intelligence (AI) in Knowledge Management Course

• Ethics of Knowledge and Record Management Course

• Advanced Records Management Training for the Public Sector