Information and Documentation Compliance

INTRODUCTION

The significance of accurate documentation of information, management and storage including organization documents which are either in paper form or in electronic form enhance safety of information and easy retrieval of the documents when they are needed and therefore saving time that can be used to improve the productivity in the work place. Moreover, proper record storage results in required compliance and governance. At the end of this course participants are expected to gain knowledge on digital information management, manage both paper and digital documents and records effectively throughout the record lifecycle; understand information and documentation compliance, enterprise content management, information-related regulations, standards and best practice and its successful implementation.

DURATION

5 Days

WHO SHOULD ATTEND?

This course targets records managers, Information Technology (IT) Managers, users of document and records management, archivists, secretaries and any other person in charge of records keeping and management in an organization.

COURSE OBJECTIVES

By the end of the course, participants will be able to:

• Learn components, legal obligations and international standards for electronic documents and records management systems (EDRMS)
• Understand Management of electronic information
• Learn and understand record processing and archiving
• Implement a record management system
• Learn the best record management practices
• Understand monitoring and controlling of a record management system
• Learn on setting up access controls and security procedures
• Learn how to implement legislation, standards, and regulation

TOPICS TO BE COVERED

Module 1: Records Management Fundamentals

• Introduction to different types of records
• Sources and uses of records and information
• Records content context and structure
• Document and records lifecycle
• Record management
• Records management regulatory environment
• Record management system characteristics
• Record management system components
• Policies and standards in record keeping

Module 2: Record Management Processes

• Identification of documents to be captured as records
• Record life cycle management best practices
• Capture of records
• Registration of records
• Classification of records
• Storage of records
• Access to records
• Tracking of records
• Records disposal implementation
• Records management process documentation

Module 3:

Records Control

• Records Metadata schema
• Business classification schemes
• Permission and access rules
• Disposition authorities

Records Management Policy

• Records management policy objectives
• Responsibilities of Record management
• Record management policy Key provisions
• Training and Competence

Module 4:

Protecting Vital Records

• Potential hazards assessment
• Policy and procedures that protect important documents
• Methods of protecting records
• Vital documents protection plan implementation

Monitoring and Auditing of Records Management System

• Undertaking regular management policy, plan, system and guidelines reviews of records
• Compliance to records management guidelines monitoring
• Records management policy changes

Module 5: Electronic Records Management and Records Management Standards

• Electronic records types
• Introducing Electronic Records Management
• ERM management challenges
• Electronic Recordkeeping System (ERKS)
• Implementation issues of ERM and ERKS