In this time and age, it is critically important for any entity to keep track of its records, and keeping these records depends entirely in the manner in which the records are managed. Furthermore, having proper documented records improves the efficacy of the organization because you simply have the correct document at the correct place. In any organization or company there is just simply too much information and to cut down time lost on information; it is a critical strategy to employ records management structures. In addition, for any organization or entity there needs to be a compliance with the relevant legislation and guidelines in as far as recording keeping is concerned

Outcomes of the Training

• Learning how to accurately and completely document records and information in any organization
• Understanding the concept of records control and information management in relation to your entity
• Deducing the creation and maintenance of information control necessary for documentation
• Breaking down records and information management techniques to simplify record maintenance
• Grasping the legislation surrounding records and information management and records disposal
• Creating space for an entity to function more efficiently through proper records and information
• keeping systems
• Establishing quicker and faster ways of records and information retrieval and safe keeping
• Crystallizing the whole records and information management cycle from the beginning to end
• Providing assistance and guidance on good practice to delegates about records and information management

Introducing Records and Information Management

• Understanding the difference between information and Records
• Potential benefits from Effective Information and Records Management
• Potential consequences of Inadequately Managing Information and Records
• Awareness and Understanding of Records and Information Management
• Defining records management in line with its functions
• Identify records storage techniques and avenues for effective records management
• Discussing the life cycle of records management and the basic functionalities.
• Designing, Implementing and Maintaining A File Plan
• Origin of a File Plan
• Composition of a File Plan
• Attributes of an Effective File Plan
• Basic Requirements of a Good File Plan
• Necessity of an Effective File Plan
• NARS Standards
• Understanding the Various Types of Records and How They Are Managed
• Identifying the various forms of records in an organization and how each is managed
• Understanding the implications of not keeping public records in case they are lost
• Laying out legislative requirements of records management for both the public and private sector
• Managing records as a basis for an effective delivery of services

 State Records Retention (For Local Governments and State Agencies)

• An overview of records laws and current administrative rules within Southern Africa Developing and using records retention schedules to maintain and dispose of records
• Understanding records inventories, records analysis and appraisal
• Following procedure to submitting records retention schedules for approval
• Underlying the Existing Legislation on Records and Information Management
• Applying records management principles to electronic records
• Understanding the records management legal framework as it applies to your organization

 Records Management Program

• What is an Electronic Records Keeping
• Who is responsible for the management of Electronic Records information
• Electronic Record keeping Requirements
• Compliance of Electronic Records document
• Importance of Records Keeping in an automated environment
• How are Electronic documents Different from Paper
• Challenges of Electronic Records
• Electronic Records Capture
• Registering a record – Unique ID, time and date when record entered system
• Assigning classification metadata to record(s)
• Storing record(s) in the ERMS
• Adding further metadata to record(s), and retaining them in a tightly bound relationship

 Classification Scheme of Electronic Records

• The system must automatically assign appropriate classification metadata to records and files
• Providing linkages between individual records
• Determining appropriate retention periods for records
• Determining security protection appropriate for sets of records
• Electronic Records Audit Trails
• A system audit trail is a record that tracks operations performed on the system
• The systems that create, capture, and manage electronic records maintain inviolate records that are protected from accidental or unauthorized alteration
• The audit trail typically documents the activities of creation, migration and other preservation activities

 Electronic Records Retention and Disposal

• The system must include an automated, schedule-driven disposition management plan
• The system must provide for the automated retention of records with long-term value
• The system must provide for the automated destruction of records

 Managing Social Media Records

• Introduction
• Understanding Social Media
• Social Media as a record.
• Retention of Social Media communications
• Social media as a records management tool

Trainers without Borders offers customised solutions for your training needs. Please contact us for course pricing and more information.