Advanced Electronic Records

Management Course
21 -25 January 2019, 11 -15 February, 2019, 11 -15 March 2019,
Cape Town, South Africa Pretoria, South Africa Johannesburg, South Africa
 Course Overview
This course is designed for professionals in
records management who wants to build
advanced skills in the field. This course goes
beyond the rudimentary level as it helps
participants with direct responsibilities or
oversight in records management to build
superior skills irrespective of whether they are in
the public or private sector. The course will
expose delegates to recent knowledge in records
management as well as consider the opportunities
and challenges brought by electronic information
technologies.
Participants will also learn various issues relating
to the legal and organizational environment for
conventional and electronic record keeping
which will include: the protection of records as
evidence, the need for compliance with evidence
laws, the challenges of meeting audit
requirements, the importance of adequate
budgets and the importance of identifying
relevant legislation and policies.
The course will also focus on digital preservation
and archival description, archival codes of ethics
and key issues involved with applying standards.
Course Objectives
This training course will help organizations:
• To reduce costs
• Improve service
• Improve access to information
• Improve tracking accountability of records
It will also help participants to:
• Understand the implications of new legisation on records
management and guide the organisation to becoming
compliant
• Create a strategic plan for a records improvement
process
• Align the records management programme to the
corporate goals and objectives
• Provide input into the Entreprise Content Management
initiatives of the organisation.
• Prepare the organisation for Information Governance,
beyond IT Governance
• Assist the organisation in balancing the needs for Privacy
versus Accessibility of records
• Lead the process for managing social media as records
where appropriate.
• Make informed decisions as to whether the "Cloud" is a
suitable repository for organisational records
• Look beyond traditional "File Plan" thinking and start
developing value-based records classification schemes
• Inform the organisation of the pros and cons of
Sharepoint as a records management system.
 COURSE OUTLINE
Module 1
Electronic records processing systems
• Explain the benefits and risks of electronic records
management
• Understand how to deal with incoming mail and
tasks
• 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 if 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
practice 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.
Module 2
Transparency and Records Management
• Transparency implications for records
information management
• Records Management as a tool for
establishing transparency and accountability
• Records Management maturity levels
Module 3
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
• Managing Social media records using GARP
principles
Module 4
• 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
• Managing Social media records using
GARP principles
Module 5
Managing Documents & Records in the
Cloud
• Understanding “The Cloud”
• Different “Cloud” and deployment models
• Advantages and disadvantages of cloud
storage
and • Discussing the implications for records
management
• Determining whether the cloud is right for
your organisations records
• Key action steps
Module 6
Beyond Basic Electronic Records – Issues
for Critical Consideration
• Long-term preservation
• Metadata
• File naming
• File formats
 COURSE OUTLINE
• Storage facilities and procedures
• Digital media
• Evaluation of records management systems
• Digital imaging
• E-mail management
• Web content management
• Electronic and advanced electronic signatures
Module 7
Information Governance (Beyond Records
management, Risk and Security)
• Information Governance and Generally Accepted
Recordkeeping Principles (GARP)
• Records management in relation to other enterprise
initiatives
o Conversion of paper documents and records
to electronic files o Records Management
o Content / Knowledge Management
o Collaboration / Work-flow engines
o Version control
o Electronic forms management
Module 8
Transparency and Records Management
• Transparency implications for records and
information management
• Records Management as a tool for establishing
transparency and accountability
• Records Management maturity levels
Module 9
Business Classification Schemes
• What is a business classification scheme
• Integrating paper, electronic and e-mail
classification schemes
• Extended file plan and metadata models
• Naming Conventions
Module 10
SharePoint 2010 E-Records Management
• Reviewing the capabilities and features of
SharePoint 2010 Records Centre
• Configuration options
• Planning considerations
• Managing physical records with SharePoint
This course goes beyond
the rudimentary level as it helps
participants with direct
responsibilities or oversight in
records management to build
superior skills irrespective of whether
they are in the public or private
sector. The course will expose
delegates to recent knowledge in
records management as well as
consider the opportunities and
challenges brought by electronic
information technologies.
WHO SHOULD ATTEND?
This course will be of immense benefits to :
• PAs,
• Executive Assistants
• Secretaries,
• Record Officers,
• Store Officers/Managers
• Office Managers,
• Team Leaders,
• Managers/Directors who have responsibilities for
records management and those who wish to
acquire requisite skills for future roles in record
management.

Methods of Training
The method of training for each module is highly
participatory. And training sessions will include:
• Exciting practical group exercises,
• Role-plays
• Case studies
• Live instructions
• Video presentations
• Explicit practical examples
• PowerPoint presentations
REGISTRATION & COURSE MATERIALS
Course fees is USD1950 per participant. Each delegate will be
entitled to a full package of course materials, a Certificate of
participation, refreshments, expert facilitation, buffet lunch
and free airport transfer. To register for this course please
apply online at: www.dotrid.org/apply/ or complete and
forward our nomination form obtainable via email from:
info@dotrid.org
South Africa Office: Ground Floor, Milnerton
Building, Ixia Street, Opposite Point Business Park,
Milnerton, Cape Town 7441, South Africa.
Tel: +27832412212,Tel/Fax: +27215520431
programmes@dotrid.org
Swaziland Office: Embassy House, Allister Miller
Street, P O Box 4755, M b a b a n e ,
Kingdom of Swaziland.
Email: programmes@dotrid.org
dotridtraining@gmail.com
UK Office: 4 Dalespark Drive, Swinton, Manchester,
M27 0FP, UK Web: www.dotrid.org
uktraining@dotrid.org
To apply online go to: www.dotrid.org/apply/