Managing Electronic Documents and Records 101

Document Creation, Classification, Security, and Retrieval in an EDRMS

Platform:

Online

In-class

Revised and Updated: 29 September 2026

Date	Venue	Duration
26 - 27 October 2026	Sandton, Gauteng	2 Days
14 - 15 December 2026	Sandton, Gauteng	2 Days

Course Introduction

In today’s digital age, effective management of electronic documents and records is crucial for organisational 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: Use 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.
Optimise Search and Retrieval: Develop efficient search fields and use 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 unauthorised 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 organisations, including:

Records Management Practitioners
Work Study / Organisational 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

Day 1 — EDRMS Fundamentals, Document Creation, and Repositories

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, and more
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
Current Issue Discussion: how AI-assisted drafting and summarisation tools built into modern document processing suites are changing the way electronic documents are first created and captured.

Module 3: Declaring a Document to Be a Record

Applying electronic signatures and certificates to documents
Converting a record to a long-term format (PDF)
Capturing a record in the 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 convention methods

Day 2 — Search, Retrieval, Web/Email Management, and Security

Module 5: Search and Retrieval of Records within an EDRMS

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

Module 6: Managing Websites and Emails in an EDRMS

Why manage webpages in an EDRMS?
Best approaches for managing webpages in an EDRMS
How to manage emails in an EDRMS
Automatic capturing of email messages
Automatic capturing of email transfer metadata (sender, recipient(s), and date/time sent 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 at user and group level

Course Categories

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Course Registration Guide

Everything you need to know about registering for a Prospen training course.

View Registration Guide

Success Stories

Discover how our courses enhance professionals’ effectiveness in their workplaces.

Tharisa Minerals

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The course was very informative and interesting

Revenue Appeals Tribunal Eswatini

Basic Registry, Records and Archives

The facilitator is the best in the field and i personally learnt a lot on the subject matter.

Magalies Water

Document Control and Document Management Systems

The facilitator was knowledgeable, engaging, and presented the material clearly. The institution provided a well-organized learning environment with adequate resources and support throughout the training.

Central Bank of Lesotho

Data & Information Governance

The vast knowledge of Mr Selelepoo is really unmatched. I am totally happy and transformed from this training.

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FAQs – Managing Electronic Documents and Records 101

Master electronic document and records management fundamentals, covering document control, records classification, retention, retrieval, compliance, and digital information management.

What is covered in the Managing Electronic Documents and Records 101 course?

The course covers EDRMS fundamentals, electronic document creation, records classification, repositories, search and retrieval, electronic signatures, metadata, email and website management, backup, and security.

Who should attend the Managing Electronic Documents and Records 101 training?

The training is suitable for records management practitioners, registry clerks, office administrators, archivists, legal officers, IT specialists, security specialists, monitoring and evaluation professionals, and organisational development officers.

Does the course cover electronic records classification and file plans?

Yes. Participants learn how to classify electronic documents using approved records classification systems and file plan structures, assign subjects and unique numbers, manage versions, and organise electronic document libraries.

Does the training cover electronic signatures and metadata?

Yes. The course covers applying electronic signatures and certificates, converting records to long-term formats such as PDF, and capturing and preserving important metadata within an EDRMS.

Does the course cover email and website management in an EDRMS?

Yes. Participants learn why websites and emails should be managed within an EDRMS, how to capture email messages automatically, and how to preserve sender, recipient, and date and time metadata.

Does the Managing Electronic Documents and Records 101 course cover records security and backup?

Yes. The training covers automated backup and recovery, permissions and access rights, and controlling access to electronic records, files, and metadata at both user and group level.

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Managing Electronic Documents and Records 101

Document Creation, Classification, Security, and Retrieval in an EDRMS

Course Objectives

Who should attend?

Course Outline

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Course Introduction

Course Objectives

Who should attend?

Training Methodology

Training Outline

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Course Registration Guide

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Success Stories

SQL Server Training

Basic Registry, Records and Archives

Document Control and Document Management Systems

Data & Information Governance

FAQs – Managing Electronic Documents and Records 101

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