Electronic records management (ERM) workshop

Program overview:

Electronic record keeping system is an automated information system for organized collection, processing, transmission, and dissemination of information in accordance with defined procedures.  The movement toward electronic records offer unprecedented opportunities to improve business efficiency via cheaper storage, faster information retrieval and automation of records management work flows such as retention and disposition. But with new opportunities come new challenges, as the technical and business reality of electronic records and systems meets records management requirements that existed well before terms like “electronic records” and “digitization” became a reality in business.

For whom:

Managers, Archivists, Librarians, Book Keepers, Registry Personnel, Auditors, Inspectors, Security and Intelligence Officers, Secretaries, Personal Assistants, Legal Officers, Accountants, Human Resource / Personnel, Admin. Personnel and others involved in keeping and managing records in organizations.

Learning objectives:

At the end of the program, participants will be able to:

• learn and explain ERM terminology and principles;
• explain the life cycle of records, with focus on electronic records;
• evaluate sources of records and appropriate capture mechanisms;
• evaluate current metadata standards and guidelines;
• search, retrieval and present of electronic records;
• evaluate level of access control and permissions;
• develop retention and disposition of electronic records;
• use records management technologies: such as SharePoints ECM, and ERM for managing records; and
• develop electronic records storage: digital preservation techniques.

Course outline: 

Day 1: Introduction to ERM

• Understanding the basic principles of electronic records management
• Creating and Capturing Electronic Records
• Records quality contents and captures worthiness
• Metadata
  • Collecting and applying metadata
• Records Classification Tools
• Understanding classification concepts, schemes,

and structures

Day 2: Developing Classification Tools

• How to conduct record inventory, classification and

structure file plan and retention schedule

• Classifying Records, – Categorization issues and

approaches

• Search, Retrieval and Presentation
• Approaches for searching, retrieval, viewing,

rendering, annotating and redacting records

• Control and Security of Electronic Records
• Access control to records according to organizational

roles, permissions and responsibilities.

Day 3: Retention and Disposition of Electronic Records

• Rules for retention, disposition and post

disposition actions

• Records Management Technologies
  • Records Management Software
• Electronic Records Storage
• Electronic Records Storage concepts, and

Technology features

• Digital Preservation
  • Electronic records preservation and their risk factors
  • Conducting data migration

Training Methodology

Lectures, discussions, exercises, case studies, audio-visual aids will be used to reinforce these teachings/learning methods.