Basic Registry, Records, And Archives Management Course
5 Day Training
Dates: 02 – 06 December 2024 | 10 – 14 March 2025
Locations: Grayston Ridge Office Park, Sandton
Platform: Available In-Class / Online
Price: Available on request
Course Introduction
Prospen Africa’s Basic Registry, Records, And Archives Management Course seeks to capacitate registry officials and records management practitioners to be proactive in their approach of managing records. Thus, they should learn to develop and implement tools and instruments that seeks to gain control of records from creation until disposal. A file plan, a disaster plan, information security plan, and an Enterprise Content Management (ECM) solution are critical tools that can serve this purpose; hence they are the focus of this Course.
According to Michael Jackson (not the musician but an expert in Systems Thinking), “a system is a complex whole the functioning of which depends on its parts and the interaction between those parts”. As an example of a system, an organization’s recordkeeping system should consist of all resources, policies, procedures, and guidelines around which filing is organized. Unfortunately, records management efforts in most organizations have remained stagnant over the years. This can largely be attributed to the fact that records management practices have been characterized by a “collector’s approach”, thus, records management practitioners are sitting idle awaiting for records to be transferred to their custody when no longer required by the creating business unit. This reactive approach has compromised the quality of recordkeeping systems within organizations. In all operations and functional areas, the standard of continuous improvement and learning is becoming the norm around the world. Records Management should not be any different.
Course Objectives
After attending this Basic Registry, Records, And Archives Management Course delegates will be able-
To distinguish between a record and a document
To distinguish between different types of records
Understand the legislative framework for records management
To understand different types of filing system
To understand the record lifecycle concept
Develop and use a file plan
Develop and use a records control schedule
Implement an effective filing system
To develop a records inventory
To systematically dispose records in line with the law
Implement basic technological tools to manage records
Understand the concept of integrated electronic document and records management system
Who should attend?
Basic Registry, Records, And Archives Management Course is suitable for individuals working in HR and Registry.
Training Methodology
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.
Training Outline
Day one
Introducing records management
What is a record?
Differences between a record and a document
Differences between records management, information management, and knowledge management
The lifecycle of a record
Different categories of records
Records management terminology
The benefits of sound records management
The Regulatory Framework for Records Management
The Municipal Finance Management Act (Act No. 56 of 2003)
The Public Finance Management Act (Act No. 1 of 1999)
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)
The Protection of Personal Information (POPI) Act (No. 4 of 2013)
Different types of filing system: Part 1
Subject-based filing system
Project-based filing system
Alphabetical arrangement
Different types of filing system: Part 2
Client/Customer arrangement
Number (ID number, account number) arrangement
Geography (city, county, state, region, country, continent, planet, etc.) arrangement
Understanding the various types of records and how they are managed
Identifying the various forms of records in an
organisation and how each is managed
Understanding the implications of not keeping
public records in case they are lost
Managing records as a basis for an effective delivery service.
Day 2
Designing 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
Using a file plan to manage correspondence records
Differences between a subject filing system and a
case filing systems
Using a file plan to classify records
Using a file plan to describe records
Using a file plan to arrange records
Designing and using a records control schedule to manage “Other” records: Part 1
Schedule of paper-based records
Schedule of electronic records
Designing and using a records control schedule to manage “Other” records: Part 2
Schedule of audio-visual material
Schedule of micro-graphic records
Day 3
Managing an effective Registry system
Registry: to centralize or not to centralize
Physical location of a registry
Lay-out of a registry
Services rendered by the Registry
The duties of different registry officials
Prerequisites for the implementation of a file plan:
Determining the Management Model
Developing supporting policies and procedures
Developing records standards
Securing resources
Circulating the procedures, standards, and the file plan
Conducting a change management and training programme
Gaining control of your terminated records
Managing an office-based filing systems A(sP, Office Managers/Administrators, Secretaries):
Classifying your records
Creating File Categories
Subcategorizing
Colour Coding
Label Making
Filling Your Drawer
Archiving your records
Day 4
Control registers and a good filing system
Types of control registers
The benefits of control registers
Formats of control registers
Compiling a list of records (Records Inventory)
Why develop a records inventory?
Steps in developing a records inventory
Records Inventory Formats
Developing a Records Management Policy
Why develop a Policy on Records Management
Template for a RM Policy
Key elements of a Records Management Policy Provisions
The Protection of Records
What is information security
Why information Security
Risks associated with records
Security measures for physical records
Security controls for electronic records
DAY 5
Appraisal and disposal of Records:
The National Archives and the disposal of records
The 3 types of disposal authorities
When to appraise records?
Who should appraise records?
When to dispose records
How to dispose records-National Archives Procedures
Introduction to Integrated Electronic Document and Records Management Systems
What is Electronic Document Management System (EDMS)
What is Electronic Records Management System (ERMS)
What is Electronic Records Management System (EDRMS)
What is Enterprise Content Management (ECM) System
Electronic documents and records management systems functionality
The advantages of managing records electronically
The risks associated with managing records electronically
The best implementation approaches
Related Courses
Developing and Implementing Electronic Document and Records Management Systems
3-Day Training
Developing and Implementing Electronic Document and Records Management Systems (EDRMS)
5 Day Training
