Managing Electronic Documents and Records 101

Master EDRMS basics: Learn document creation, classification, security, & retrieval. Implement efficient electronic records management for compliance and organizational efficiency.

Please inquire for pricing | Available Online and In-class

Date	Venue	Duration
05 - 06 August 2026	Sandton	2 Days
26 - 27 October 2026	Sandton	2 Days
14 - 15 December 2026	Sandton	2 Days

Course Introduction

In today’s digital age, effective management of electronic documents and records is crucial for organizational efficiency, compliance, and security. This Prospen Africa Managing Electronic Documents and Records 101 course provides an in-depth exploration of Electronic Document and Records Management Systems (EDRMS), equipping participants with the skills to create, manage, and secure electronic records in various formats. Participants will learn about the legal and technological frameworks that support EDRMS, ensuring that they can implement best practices in their respective fields.

Course Objectives

By the end of this Managing Electronic Documents and Records 101 course, participants will be able to:

Understand Key Concepts: Grasp the fundamental principles and terminology related to EDRMS and electronic records management.
Create Electronic Documents: Utilize document processing tools (e.g., Microsoft 365) to create and manage electronic documents effectively.
Implement Records Classification: Classify electronic documents in alignment with established records classification systems, ensuring easy retrieval and compliance.
Manage Electronic Signatures: Apply electronic signatures and certificates, converting records into long-term formats while preserving metadata.
Establish Repositories: Create and manage libraries and repositories to store electronic records systematically.
Optimize Search and Retrieval: Develop efficient search fields and utilize EDRMS functionalities for high-quality search and retrieval processes.
Handle Website and Email Management: Implement best practices for managing websites and emails within an EDRMS, ensuring all relevant information is captured and stored.
Ensure Data Security: Conduct regular automated backups and implement access controls to protect electronic records from unauthorized access.

Who should attend?

This Managing Electronic Documents and Records 101 course is designed for professionals who play a critical role in managing records and information within their organizations. Participants include:

Records management practitioners
Work study/organizational development officers
Registry clerks
Office administrators
Security specialists
Archivists
Legal officers
IT specialists
Monitoring and evaluation specialists
Auditors

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

Module 1: Introduction to Electronic Documents and Records Systems

Key Concepts in EDRMS
Types of electronic records
Electronic document types and extensions explained: .doc, .PDF, .HTML, MP3, MP4, TIFF etc.
The nature of electronic records
The requisite infrastructure/technology for electronic records management
The legal admissibility of electronic records

Module 2: Creating an Electronic Document

Creating a document using document processing programs (Microsoft 365)
Capturing physical records into an EDRMS: Imaging and scanning
Assigning subjects and unique numbers to documents
How to classify electronic documents in line with approved records classification systems (File Plan Structure)
Document versioning within the Document Management Module of the system
How to arrange document libraries

Module 3: Declaring a Document to be a Record

Applying electronic signatures and certificates to documents
Converting a record to long-term format (PDF)
Capturing a record in a Records Management Module of the solution
Automated capturing and preservation of metadata elements

Module 4: EDRMS: locations and repositories

How to create and use libraries and repositories to store electronic records
How to create and use electronic folders in line with the File Plan
Naming conventions methods

Module 5: Search and Retrieval of records within an EDRMS

How to create search fields
Quality assurance and search and retrieval functionality
Rendition and document display
Using an EDRMS to generate reports

Module 6: Managing website and emails in an EDRMS

Why manage webpages in an EDRMS?
Managing webpages in an EDRMS-Best approaches
How to manage emails in an EDRMS
Automatic capturing of e-mail messages
Automatic capturing of the email transfer metadata (information on the sender and the recipient(s) and the date and time the message was sent and/or received).

Module 7: EDRMS: Back-up and Security

Regular automated backup and recovery
How to allocate permissions and access rights
Controlling and limiting access to records, files and metadata on user level as well as group level