EDRMS Configuration and Implementation Using SharePoint as a Solution Training: Master document management, metadata schemas, and SharePoint archiving.

EDRMS Configuration and Implementation - Using SharePoint as a Solution Training

Implement EDRMS with SharePoint: Configuration, Permissions, Workflows, and Security

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Platform:
Online
In-class
Date Venue Duration
16 - 18 November 2026 Sandton, Gauteng 3 Days

Course Introduction

Digital transformation is now a defining feature of how organisations operate. Communication and transactions have become electronic, and so has the relationship between organisations and their clients. As a result, an increasing number of records are born digital. This shift requires organisations to implement compatible electronic systems to capture, maintain, use, and eventually dispose of these records — a task that can quickly become overwhelming without the right structure and tools in place.

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.

Enrolling in EDRMS Configuration and Implementation Using SharePoint as a Solution Training transforms Microsoft 365 environments into secure, compliant digital archives, making EDRMS Configuration and Implementation Using SharePoint as a Solution Training vital for modern IT governance.

Course Duration Options

Given the depth of hands-on EDRMS Configuration and Implementation Using SharePoint as a Solution Training content covered, this course is available in two formats:

3-Day Essentials Core Foundations

Foundations and file plan configuration, SharePoint configuration essentials, and workflows, functionality, and security essentials.

Ideal for: Practitioners who need practical, current EDRMS/SharePoint configuration capability without an extended time commitment.

Course Objectives

After attending this EDRMS Configuration and Implementation: Using SharePoint as a Solution Training course, delegates will be able to:

  • 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, including compliance with South Africa’s Protection of Personal Information Act (POPIA)

Who should attend?

Participants focused on EDRMS Configuration and Implementation Using SharePoint as a Solution Training typically include:

  • Records Management Practitioners
  • Secretaries and PAs
  • Registry Clerks
  • Office Administrators
  • Security Specialists
  • Archivists
  • Legal Officers
  • IT Specialists
  • Monitoring and Evaluation Specialists
  • Auditors
Finance Courses

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

3-Day Essentials — Training Outline

DAY 1 — Foundations and File Plan Configuration
Introduction to EDRMS Essentials
  • Key concepts: EDMS, ERMS, EDRMS, ECM
  • The advantages and risks of managing records electronically
  • Legal admissibility of electronic records, including the National Archives and Records Service Act (NARS) and the Electronic Communications and Transactions Act (ECTA)
File Plan as a Basis for SharePoint Structure Essentials
  • Composition and attributes of an effective file plan
  • Understanding the Main Series

DAY 2 — SharePoint Configuration Essentials
SharePoint Overview and Metadata Essentials
  • Determining business and functional requirements
  • Designing Sites, Libraries, and Metadata Elements
Permissions, Repositories, and Case Files Essentials
  • Setting permissions within an EDRMS
  • Designing case file management repositories in SharePoint

DAY 3 — Workflows, Functionality, and Security
Workflow, Forms, and Templates Essentials
  • Creating and using workflows in an EDRMS
  • SharePoint forms and templates management
EDRMS Functionality and Information Security Essentials
  • Digital signatures, audit trail, and version control
  • Information security for electronic records, including POPIA compliance

5-Day Comprehensive — Training Outline

Module 1: Introduction to EDRMS and File Plan Foundations
Introduction to Electronic Document and Records Management Systems
  • A look into different concepts related to electronic records management (EDMS, ERMS, EDRMS, ECM etc.)
  • The advantages of managing records electronically
  • The risks associated with managing records electronically
The Legal Admissibility of Electronic Records
  • The National Archives and Records Service Act (NARS) and electronic records
  • The Electronic Communications and Transactions Act (ECTA)
  • The Protection of Personal Information Act (POPIA) and its implications for records containing personal information
Understanding a File Plan as a Basis for SharePoint Folder Structure
  • Composition of a File Plan
  • Attributes of an Effective File Plan
  • An analysis of the Main Series

Module 2: SharePoint Overview, Metadata, and Permissions
SharePoint: An Overview
  • Determining Business requirements
  • Determining the Functional Requirements
  • How to design Sites and Libraries within SharePoint
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

Module 3: Case File Repositories, Forms, and Templates
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
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 Instructions 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

Module 4: Workflow Management and EDRMS Functionality
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
  • Website 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

Module 5: Implementation Considerations and Information Security
EDRMS Considerations
  • 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, including compliance with POPIA

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FAQs –EDRMS Configuration and Implementation: Using SharePoint as a Solution Training

Develop EDRMS configuration and implementation skills using SharePoint, covering document management, records management, workflows, security, compliance, and information governance.

What is covered in the EDRMS Configuration and Implementation Using SharePoint as a Solution Training course?
The course covers EDRMS foundations, file plan configuration, SharePoint sites and libraries, metadata, permissions, case file repositories, forms, templates, workflows, digital signatures, audit trails, version control, information security, and POPIA compliance.
Who should attend the EDRMS Configuration and Implementation Using SharePoint as a Solution Training?
The training is suitable for records management practitioners, registry clerks, office administrators, secretaries and PAs, archivists, legal officers, IT specialists, security specialists, auditors, and monitoring and evaluation professionals. Technical Teams prioritizing EDRMS Configuration and Implementation Using SharePoint as a Solution Training for enterprise digital transformation
Does the course teach how to configure an EDRMS using SharePoint?
Yes. Participants learn how to configure a file plan within SharePoint, design folder structures, create sites and libraries, configure metadata and permissions, develop repositories, and implement EDRMS functionality.
Does the SharePoint EDRMS course cover workflows, forms and templates?
Yes. The training covers the creation and use of workflows, SharePoint forms and templates, including their configuration and application within an electronic document and records management environment.
Does the EDRMS SharePoint training cover information security and POPIA?
Yes. Participants learn about information security risks associated with electronic records and security measures for protecting records, including requirements related to South Africa's Protection of Personal Information Act (POPIA).
What is the difference between the 3-day and 5-day SharePoint EDRMS courses?
The 3-Day Essentials programme focuses on core EDRMS concepts, file plan configuration, SharePoint configuration, permissions, workflows, functionality, and security. The 5-Day Comprehensive programme covers these areas in greater depth, including case file repositories, forms and templates, retention, archiving, advanced EDRMS functionality, and implementation considerations.

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