Administration & secretarial · Short course
Records Management
Organising records so they can be retrieved, maintained and managed throughout their lifecycle.
The programme
Programme overview
Expanded indicative outline. The subject areas are described below; proposed activities and final delivery requirements are confirmed with Ratomac before booking.
Organising records so they can be retrieved, maintained and managed throughout their lifecycle.
The programme brings together records lifecycle, classification, access and protection and disposition. The expanded outline below shows how these areas can be explored through explanation, discussion and the preparation of relevant work products.
A proposed workshop runs through the programme: Staff cannot reliably find the current version of a record and retention responsibilities are unclear. Participants would examine the situation in stages, use the information provided and explain the basis of their decisions. The workshop is fictional and can be adapted when the final training plan is agreed.
Who should attend
Is this programme for you?
This outline is relevant to the following roles. Suitability and any formal entry requirements should be checked for the selected programme.
- Records officers, administrators and information coordinators.
- Individuals preparing to take on responsibilities in this area.
- Teams seeking a shared approach to the work described in the programme.
Purpose of the learning
Intended learning outcomes
- Map the lifecycle of a recurring organisational record.
- Design a simple classification and retrieval structure.
- Define access responsibilities for different types of information.
- Prepare a retention and disposal decision checklist for authorised review.
- Combine the module outputs into a reasoned response to the programme’s workplace scenario.
5 learning blocks
Detailed programme outline
01Records lifecycle
This part of the programme examines records lifecycle, with attention to creation, use and retention. The practical task connects the subject to the programme’s workplace scenario and gives participants a specific output to discuss.
Topics to explore
- Creation.
- Use.
- Retention.
- Applied work: map the lifecycle of a recurring organisational record.
Illustrative practical exercise
Map the lifecycle of a recurring organisational record. Explain the information used, identify any assumptions and take part in a review of the proposed approach.
02Classification
This part of the programme examines classification, with attention to organising information for retrieval. The practical task connects the subject to the programme’s workplace scenario and gives participants a specific output to discuss.
Topics to explore
- Organising information for retrieval.
- Choosing descriptive categories that reflect business activities and user needs.
- Testing whether another person can retrieve a record using the proposed structure.
- Applied work: design a simple classification and retrieval structure.
Illustrative practical exercise
Design a simple classification and retrieval structure. Explain the information used, identify any assumptions and take part in a review of the proposed approach.
03Access and protection
This part of the programme examines access and protection, with attention to responsibilities and secure handling. The practical task connects the subject to the programme’s workplace scenario and gives participants a specific output to discuss.
Topics to explore
- Responsibilities.
- Secure handling.
- Applied work: define access responsibilities for different types of information.
Illustrative practical exercise
Define access responsibilities for different types of information. Explain the information used, identify any assumptions and take part in a review of the proposed approach.
04Disposition
This part of the programme examines disposition, with attention to retention schedules and authorised disposal. The practical task connects the subject to the programme’s workplace scenario and gives participants a specific output to discuss.
Topics to explore
- Retention schedules.
- Authorised disposal.
- Applied work: prepare a retention and disposal decision checklist for authorised review.
Illustrative practical exercise
Prepare a retention and disposal decision checklist for authorised review. Explain the information used, identify any assumptions and take part in a review of the proposed approach.
05Integrated workplace workshop
Staff cannot reliably find the current version of a record and retention responsibilities are unclear. The final workshop connects the earlier work rather than treating each topic as an isolated activity.
Topics to explore
- Bring together the outputs from the earlier modules into one coherent response to the scenario.
- Check that the recommendation addresses the original problem and is supported by the information available.
- Identify responsibilities, dependencies and matters that require specialist input or further evidence.
- Present the proposed response and revise it after questions from the facilitator and other participants.
Illustrative practical exercise
Prepare a concise presentation for the fictional organisation. Include the proposed response, the evidence supporting it and the decisions still required. Finish with a reflection on which aspects could be relevant to your own work.
From discussion to application
How the programme could be delivered
The proposed learning approach combines facilitator-led explanation, discussion of the subject areas and guided work on the fictional scenario. Each module produces a practical output that can be reviewed and improved.
Participants can work individually or in small groups to compare interpretations, explain their decisions and identify missing information. Feedback focuses on the connection between the task, the evidence used and the proposed response.
The final workshop brings the module outputs together. Ratomac will confirm the delivery format, learning resources, entry requirements and any formal assessment or certification arrangements for the selected programme.
Discuss your requirements
Dates, duration & arrangements
Contact Ratomac to agree the final programme, duration and delivery format. Include your preferred timing, location and whether the enquiry is for yourself or a team.
Discuss this programme ↗Indicative outline for discussion. The final syllabus is agreed with Ratomac before booking. The expanded learning activities and workplace scenario are original proposals for discussion with Ratomac.