Pragmatic Approach
To Managing Records:

Johannesburg 2022 . Date TBC

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Pragmatic Approach To Managing Records: From The Manual Filing Systems to Electronic Records Management Systems

Introduction

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

Accreditation

This is a non-Accredited course.

Course Benefits

Course Overview

Our observation as Prospen Africa, is that many organizations have rushed into implementing electronic recordkeeping systems without proper planning. They have implemented electronic recordkeeping systems which are either underutilized or not utilized at all. It is our view that decision-makers in organizations should be in a position to make the right decisions regarding the selection and implementation of electronic recordkeeping systems. Poor choices may lead to waste of valuable time, resources, and capital. A successful electronic records management system hinges more on an effective manual filing system. This Course sets out an effective and practical approach for the management of paper records as well as the implementation of electronic records management solutions. It is aimed at empowering practitioners to manage this transition from a predominantly paper environment to a digital one with ease.

After attending this course delegates will be able-

to distinguish between a record and a document
to distinguish between different types of records
manage a registry
develop and implement a file plan
to define the concepts of appraisal and disposal
Understand the legislative framework for records disposal
to understand the record lifecycle concept
to apply for a disposal authority
to appraise records
to develop a records retention schedule
to develop a records inventory
to systematically dispose records in line with the law
Implement an electronic records management system

Course Content

DAY 1 PROGRAMME

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)

Introduction to a file plan

Origin of a File Plan
Composition of a File Plan
Attributes of an Effective File Plan

Designing, implementing, and maintaining a file plan

Basic Requirements of a Good File Plan
Necessity of an Effective File Plan
NARS Standards

DAY 2 PROGRAMME

Using a file plan to manage correspondence records

Differences between a subject filing system and a case filing system
Using a file plan to classify records
Using a file plan to describe records
Using a file plan to arrange records

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

Registry Procedures

Receipt of post, parcels, and remittance/transferable items
Filing of post
Circulation of and search of files
Processing of outgoing post
Movement of files
Closure and termination of files and “other records”
Maintenance of control registers
Use of daily files

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 _ling systems (PAs, Office Managers/Administrators, Secretaries):

Classifying your records
Creating File Categories
Subcategorizing
Colour Coding
Label Making
Filling Your Drawer
Archiving your records

Control registers and a good ling system

Types of control registers
The benefits of control registers
Formats of control registers

DAY 3 PROGRAMME Records Management Systems

Introduction to 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
The advantages of managing records electronically
The risks associated with managing records electronically

International Records Management Standards and Electronic Records

ISO 15489-1:2001
S. Department of Defence standard 5015.2
The National Archives in the UK’s functional
requirements for electronic records management software market (1999 and 2002)
The European Commission’s “MoReq,” the
Model Requirements for Electronic Records and Document Management in 2001.
The National Archives of Australia (NAA)’s Functional Specifications for Electronic Records Management Systems Software (ERMS).
Archives New Zealand’s ‘discretionary best practice’
Electronic Recordkeeping Systems Standard (Standard 5)

Types of Electronic Records