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ProspenAfrica | Training and Consulting Services Provider

Intermediate Archives and Records Management

5 Day Training

Dates: 20 – 24 May 2024
Locations: RH Hotel, Pretoria
Platform: Available In-Class

Price: Available on request

This is a Non-accredited Course

Course Introduction

TBC

Course Objectives

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

Who should attend?

  • Records management practitioners

  • Registry clerks

  • Officer administrators

  • Security specialists

  • Archivists

  • Legal officers

  • IT specialists

  • Monitoring and evaluation specialists

  • Auditors

  • Information and knowledge management specialists

Training methodology

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 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

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