Training on Automation of Records and Information Systems

One of the biggest challenges facing records, document and Records managers today is the complexity and issues surrounding the management of electronic records. The manager’s goal should be to determine the most efficient way to manage electronic records so that their access and security are ensured.

Good management of records is fundamental to a well-functioning organization since it supports business activity and provides a basis for efficient service delivery.  Electronic Records Management involves the maintenance of the content, context, structure and links between records to enable their accessibility and support their business value.

This course aims at enhancing the knowledge and practical skills of participants necessary to apply electronic management approaches to perform their records management duties efficiently and effectively.

This course will discuss the importance of document and record management processes. It will equip participant with the requisite skills and knowledge to effectively manage information using modern ICT tools, techniques and applications

Out-dated and incorrect documents can cause confusion and affect business operations in terms of work quality, efficiency, and costs. These issues can bring in negative consequences like client loss, confusion within departments, and legal issues.

EDMS is a software system used to create, manage, track, and store important documents and information. It keeps a track of the different versions modified by authorized personnel over a period of time. It involves the digitalization of information, standardizing document workflow systems, and records management systems.

Aim of the program

The program is designed to equip the personnel responsible for implementing and managing electronic records management systems with the requisite skills, knowledge and attitude to enable them comply with the regulatory, ICT records management requirements and understand the issues surrounding the management of electronic records

Who should attend?

ICT officers and administrators, database administrators, Records management personnel, Quality Assurance teams, Filing clerks, Archivists, Project Management teams, Information systems’ auditors among others, Compliance Officers/Managers, Information Security Managers, Records Managers, Information Managers, Operations Managers, Knowledge Managers, Administrators, Librarians, Secretaries.

Course Objective:

· Understand the concepts of Electronic Records Management (ERM) and how it supports organization’s business processes

·  Components, legal obligations and international standards for electronic document and records management systems (EDRMS)

· Understand the lifecycle of records with focus on electronic records

· Implement and manage ERM system

· Implement electronic recordkeeping

· Apply the best practices in electronic records management

· Assess the records management needs of their organization

· Develop disaster risk management plan for ERM

· Develop organization electronic record management policy

· Understand the Electronic Documents and Records Management (EDRM) Legal Framework

· To understand the benefits of automated systems

· Management of electronic information

· Delivering information at the point of need

· Structure and implementation of records retention schedule

·Development an EDRM strategy

Course Outline

Records Management Fundamentals

• Basic definitions
• Introduction to records
• Content context and structure of record
• Introduction to record management

Records Lifecycle

• Creation
• Distribution and Use
• Disposition
• Archiving

Introduction to Electronic Records Management(ERM)

• Types of Electronic records
• Introduction to Electronic Records Management
• Elements of a good record management system
• Implementation issues of ERM
• Best practices in Electronic Record Management

Electronic Recordkeeping

• Electronic recordkeeping vs Electronic record management
• Objectives of electronic recordkeeping
• Integration of ERK system with other IT systems
• Critical success factors for implementation of ERK system

Elements of Effective Records Management System

• Records Inventory & Classification
• Retention scheduling
• Records Storage & Conversion
• Vital Records Program
• Disaster Prevention & Recovery Planning
• Disposition

Classification and Indexing of Records

• Designing a records classification System
• Types of classification schemes
• Attributes of a good filing system

Metadata in ERM

• Importance of metadata
• Uses and sources
• Methods for collecting and applying metadata

Evaluating organization’s need for ERM system

• ERM needs assessment
• Data collection from different users
• Data analysis and use in ERM planning

Planning for Electronic Record Management System

• Records Management integration to organization information management strategy
• Planning for cultural change associated with ERM
• Determining end users roles in ERM system
• Planning for resources in ERM implementation

Implementing ERM System

• Components of an ERM system
• Solution options for information and records management
• Designing an ERM system
• Steps to implement an effective ERM Program
• Developing information governance strategy
• Integrating people, processes and technologies

ERM system implementation standards

• Model Requirements for the Management of Electronic Records (MoReq)
• AIIM Standards Committee on Integrating Records Management and Document Management Requirements
• Reports by Doculabs on ERM, EDM, and ECM systems
• International Standard ISO 15489-1

Disaster Risk Management in ERM

• Types of disasters, hazards and risks in ERM
• Disaster Risk Planning
• Development of policy, procedures for disaster risk management
• Records protection method

Monitoring and Auditing of Electronic Records Management System

• Conducting regular reviews of records management policy, plan, system and guidelines
• Monitoring compliance to records management guidelines
• Change management in organization records management policy

Electronic Records Management Policy

• Objectives of records management policy
• Record management responsibilities
• Key provisions of record management policy

Foundations: Electronic Document Management System (EDMS)

• Information Management: Digitalization
• EDMS: Defination
• Purpose and Importance of EDMS
• Concept and General Principles of EDMS
• Benefits and Advantages of using EDMS
• Differences between RMS (Records management system) and EDMS
• Challenges of EDMS systems

Electronic Document Management Standards and Regulations

• Information and Data Risk
• Quality management systems – Requirements
• ISO Documentation Requirements
• ISO 9000 and other regulatory Requirements
• Control of documents and management
• Internal and External Audits
• Non-compliant documents
• Corrective and Preventive Action plan

EDMS: Implementation and Framework

• Implementation of EDMS: Process and Strategies
• Quality Management Systems
• Analysis of the current processes
• Reviewing of existing documentations
• Revision of processes and documentation
• Implementation: The change management
• Implementation of Process maps and flow charts
• Observation, measuring effectiveness, and analysis
• Technology options

Electronic Document Lifecycle

• Extraction and Capture of data from documents
• Registration of the document on EDMS
• Classification of documents based on confidentiality
• Storage of physical and digital documents
• Access and permissions to documents
• Deletion of expired Documents
• Electronic Document Management: Best practices

EDMS Operations

• Document data capture and accuracy
• Documents Scanning
• OCR and Image Processing
• Indexing, archiving and retrievals
• Type of documents
• Multimedia documents
• Scanner technologies
• Image Enhancement techniques
• Revisions and versions
• Historical Audit trails
• Forms creation and Management
• Document Distribution: Workflow Management
• Document Tracking

Tools of EDMS

• Automated Information Capture
• Federated Search & Retrieval
• Collaboration Tools
• Hierarchical File Indexing & Classification
• Connected Archival Methods
• Automated Workflows
• Security & Audit Trails
• Document Metadata
• Version Control
• System-Wide Integration

EDMS and Business Operations

• Intelligent business process management
• Business Process Automation and Workflow Systems
• Workflow Integration
• Identification of Business Processes
• Technical Specifications and Implementation Procedures
• Types of Documentation Systems
• Innovation and Digitalization
• Industry standards and best practices

Document Control and Security

• Document security
• Multiple security levels
• Encryption
• Authoring Systems
• Card and folio-based systems
• Authentication and Authorization
• Digital Rights management
• Digital signatures
• Backups and Document Restoration