Implement EDRMS with SharePoint: Learn configuration, permissions, workflows, and security. Design digital file plans, case repositories, and automate records management.
| Date | Venue | Duration | |
|---|---|---|---|
| 07 - 11 September 2026 | Pretoria | 5 Days | |
| 16 - 18 November 2026 | Durban | 3 Days |
EDRMS Configuration & Implementation: Using SharePoint as A Solution: Information Technology is the foundation of doing business in the 21st century. Communication and transactions in organizations have become electronic and so has relationships between organizations and their clients. To this end, an increasing number of records are born digital. These new ways of doing business necessitate that organizations should implement compatible electronic systems to capture, maintain, use, and eventually disposed these records. However, electronic systems can also be overwhelming.
Prospen Africa’s EDRMS Configuration & Implementation: Using SharePoint as A Solution Course focuses on the design, configuration, and implementation of an Electronic Document and Records Management System (EDRMS) with specific reference to SharePoint as a solution. The programme is aimed at empowering practitioners to practically configure a File Plan and have it built into the SharePoint Platform for the management of their electronic records.
After attending this EDRMS Configuration & Implementation: Using SharePoint as A Solution course delegates will be able-
Determine permissions.
Design SharePoint folder structures in line with the file plan
Design case file repositories
Design, configuration, and implementation of e-forms
Design, configuration, and implementation of e-templates
Design, configuration, and implementation of workflows
Configure additional tools such as digital signatures, website management, audit trail etc.
Implement security measures for an EDRMS.
Records management practitioners
Secretaries and Pas
Registry clerks
Officer administrators
Security specialists
Archivists
Legal officers
IT specialists
Monitoring and evaluation specialists
Auditors
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.
DAY 1 PROGRAMME
Introduction to Electronic Document and Records Management Systems
A look into different concepts related to
electronic records management (EDMS, ERMS, EDMRS, ECM etc.)
The advantages of managing records electronically
The risks associated with managing records electronically.
The Legal admissibility of Electronic Records
The Namibian National Archives Act and Electronic Records
The Electronic Communications and Transactions Act (ECTA)
Understanding a file plan as a basis for SharePoint Folder Structure
Composition of a File Plan
Understanding a file plan as a basis for SharePoint Folder Structure
Attributes of an Effective File Plan
Understanding a file plan as a basis for SharePoint Folder Structure
An analysis of the Main Series
DAY 2 PROGRAMME
SharePoint: An Overview
Determining Business requirements
Determining the Functional Requirements
How to design Sites and Libraries within Share-Point
How to design Metadata Elements
SharePoint and Metadata Elements
What is Metadata?
Why Metadata Management
How to design Metadata
How to develop term sets for commonly used Metadata
Setting Permissions with EDRMS
What are Permissions?
Configuring Permissions within an EDRMS
Developing and implementing document sets for Subject Files and Case Files
System Configuration and Implementation
Content Types
Term Sets
Column Types
Permissions
Navigation
Designing SharePoint Repositories and Libraries for Documents and Records
Document Identification and Types
Term Sets
Document Sets
DAY 3 PROGRAMME
Designing Case File Management Repositories in SharePoint
What is a Case Filing System
Designing Folder Structures for Different Case Files (e.g., HR, SCM)
Using Search and Metadata to access Case Files
Use of Saved searches and Tags
Designing SharePoint Repositories and Libraries for Documents
Document Identification and Types
Term Sets
Document Sets
Types of Electronic Records
Data sets
Text based documents.
Multimedia documents
Multidimensional documents
SharePoint and the Creation of Folder Structures in line with the File Plan
File Plan Configuration in an EDRMS
Declaring Records (from documents to records)
Creating Retention Instruction electronically
Deleting/destroying electronic records
Archiving electronic records
SharePoint and Forms Management
What constitutes a form?
How to create forms
Configuration of forms in an EDRMS
Using forms within an EDRMS
SharePoint and Templates Management
What constitutes a template?
How to create templates
Configuration of templates in an EDRMS
Using templates within an EDRMS
DAY 4 PROGRAMME
SharePoint and Workflow Management
What is a Workflow?
Types of Workflows
Creating a Workflow
Using Workflows in an EDRMS
EDRMS: Configuration of other functionalities
Part 1:
Digital signatures
Rendition
Quality management
Retrieval/search
Web-site management
EDRMS: Configuration of other functionalities
Part 2:
Metadata management
Authenticity
Audit trail
Version control
Scanning and imaging
EDRMS: Configuration of other functionalities
Part 3:
E-mail management
Back-up and recovery
Long-term format
Archiving
Disposal of records
DAY 5 PROGRAMME
EDRMS Considerations on:
Implementing complementary assets
Reviewing a Records Management Policy Framework
Conducting a Records Survey
Monitoring system Performance
Information Security for Electronic Records
What is information security?
Why information Security
Risks associated with electronic records.
Security measures for electronic records
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