Intermediate Archives and Records Management

The programme

Programme overview

Embark on a journey of organizational efficiency and information governance with our Intermediate Archives and Records Management course. Designed to deepen your understanding of archival principles and practices, this Ratomac course equips you with the essential skills to manage and preserve valuable records effectively. Explore advanced techniques in classification, retrieval, and preservation, empowering you to navigate the complexities of modern information management with confidence. Join us to elevate your expertise and drive excellence in archives and records management.

Who should attend

Who is this programme for?

• Records management practitioners
• Registry clerks
• Officer administrators
• Security specialists
• Archivists
• Legal officers
• IT specialists
• Monitoring and evaluation specialists
• Auditors
• Information and knowledge management specialists

Learning outcomes

What you will learn

After attending Intermediate Archives and Records Management course delegates will be able-

• To conduct a records management survey/audit
• To develop a records inventory
• To develop and roll-out a records management action plan
• To develop and implement a records management policy, a registry process flow, and a implement a records retention schedule
• To plan and roll-out an electronic document and records management solution
• To plan security and counter disaster measures for records
• To appraise records

Explore the programme

Detailed programme outline

DAY 1 PROGRAMME

The Regulatory Framework for Records Management

• The National Archives and Records Services Act (NARS)
• The Promotion of Access to Information Act (PAIA)
• The Electronic Communications and Transactions Act (ECTA)
• The Protection of Personal Information Act (POPI)
• The Promotion of Administrative Justice Act (PAJA)

Conducting a records management survey/situational analysis/Assessment

• Stage 1: Planning
• Stage 2: Data collection
• Stage 3: Data analysis
• Stage 4: Reporting
• Stage 5: Action Plan

Developing and implementing a Records Management Strategy/Action Plan

• Why develop a records management strategy/action plan?
• Criteria for a good records management strategy/Action Plan
• Records management strategy/Action Plan Formats

Developing an Records Inventory

• Why develop a records inventory?
• Steps in developing a records inventory
• Records Inventory Formats

DAY 2 PROGRAMME

Developing and implementing an effective Records Management Policy

• Objectives of a Records Management Policy
• Elements to be covered by the Records Management Policy
• How to implement a Records Management Policy successfully

Developing and implementing an effective Standard Operating Procedures (SOPs)/Records Management Process Flow

• Why develop SOPs/Records Management Process Flow?
• Key Elements of a SOPs/Records Management Process Flow
• Implementing SOPs for records management

Disposal of Records

• Introduction to Records Disposal
• The Records Lifecycle Concept
• Disposal Authorities

Developing and implementing an effective Records Retention Schedule

• What is a Records Retention Schedule?
• Why develop a Records Retention Schedule?
• How to develop a Records Retention Schedule?

DAY 3 PROGRAMME

Developing Records Classification Systems

• What is a records classification system
• Different categories of record
• Types of classification systems

Developing Records Classification Systems cont…

• How to conduct a functional analysis
• How to compile a file plan
• How to structure a file plan
• How to classify records in line with the File Plan
• How to describe records in line with the File Plan
• How to arrange records in line with the File Plan
• Introduction to a Records Control Schedule
• How to compile a Records Control Schedule
• How to structure a Records Control Schedule

DAY 4 PROGRAMME

Change management strategies for Records Management

• How to prepare records management personnel
• How to conduct Information sessions
• How to structure and conduct training sessions
• How to communicate record management messages across the organization

Reviewing Records Classification Systems

• How to set-up consultation sessions with business units
• How to conduct consultation sessions
• How to document inputs from business units
• Getting sign-offs from business units

Records Decongestion and Clean-Up

• How to deal with inactive records
• How to manage semi-active records
• Aligning active records to the current classification systems
• How to ensure continuity of best practices within business units

Setting the tone for an Electronic Documents and Records Management System

• Conducting an environmental scan for e-records
• Developing an EDRMS User Requirements
• Deciding on a suitable e-records management solution for your organization

DAY 5 PROGRAMME

The relationship between records management and knowledge management

• Knowledge Management Framework and Dimensions
• Knowledge Management Processes
• Knowledge Management Strategies
• Organisational Culture, Knowledge Management and Records Management
• Leadership, Knowledge Management and Records Management
• Knowledge Management and Records Management Technology
• Knowledge Management resources (non-IT based)

Information Security

• What is information security
• Why information Security
• Risks associated with records
• Security measures for records

Counter Disaster Planning for Records

• What is Disaster preparedness
• What is Business Continuity
• What is Disaster Recovery
• Developing and implementing a practical Counter Disaster Strategy
• Types of disasters
• Counter disaster measures

Learning approach

How you will learn

Our diverse instructional approaches ensure effective learning:

– Lectures & Presentations: Engage with expert-driven, stimulating content.– Course Material: Access well-crafted supporting resources.– Group Work: Collaborate on discussions and case studies for practical insights.– Workshops & Role-Play: Participate in immersive, scenario-based activities.– Practical Application: Focus on applying theoretical knowledge in real situations.– Post-Training Support: Receive extensive support after training for skill implementation.

Discuss your requirements

Dates, duration & arrangements

Contact Ratomac to confirm dates, duration, delivery format, entry requirements and any applicable assessment or certification before booking.