About the Course

This course provides a comprehensive foundation in records management and archiving, equipping participants with the knowledge and skills to manage information resources effectively throughout their entire lifecycle. It covers the principles, processes, and best practices that ensure records are systematically created, organized, maintained, preserved, and securely disposed of when no longer needed. Participants will explore both traditional approaches to records management and modern techniques for handling electronic documents and digital archives, with a strong emphasis on compliance with legal and regulatory frameworks.

The course highlights the critical role of effective records management in enhancing accountability, transparency, compliance, and overall organizational performance. It demonstrates how well-managed records support informed decision-making, protect institutional memory, and safeguard sensitive information against risks. In addition, participants will gain exposure to emerging trends in electronic records, email management, and digital archiving, preparing them to address contemporary challenges in an increasingly digital working environment.

Target Participants

The course is suitable for professionals working in records, archives, administration, compliance, ICT, and related fields, as well as managers and officers responsible for institutional information. It is also ideal for individuals seeking to strengthen their knowledge and practical skills in managing both physical and electronic records within public, private, or non-profit organizations.

What You Will Learn

By the end of this course the participants will be able to:

• Differentiate between records management and archiving, and describe the lifecycle of records
• Apply appropriate procedures for creating, classifying, and controlling both physical and electronic records
• Develop and implement retention schedules, disposal procedures, and policies that ensure compliance with legal and regulatory requirements
• Apply best practices in archiving and preservation, including digital archiving techniques for long-term access
• Manage electronic records and emails in line with organizational and regulatory standards.
• Utilize electronic document and records management systems (EDRMS) and integrate ICT solutions in records management
• Assess risks to records and design disaster preparedness and recovery strategies
• Demonstrate ethical and professional standards in handling confidential and sensitive information

Course Duration

Classroom – 5 Days

Online – 7 Days

Course Outline

Introduction to Records and Archives Management

• Definitions and scope of records and archives
• Differences between records management and archiving
• Types and lifecycle of records
• Importance of records management in institutional performance
• Legal and regulatory frameworks (e.g., ISO 15489)

Records Creation and Classification

• Records creation and capture procedures
• Types of records (transactional, administrative, legal, etc.)
• Classification schemes and file plans
• Metadata and indexing for ease of retrieval

Records Control and Registry Management

• Tracking and control of records
• File management (opening, closing, tracking)
• Role of registries and records centers
• Security and access controls for records

Retention and Disposal of Records

• Understanding retention schedules
• Disposal authorities and procedures
• Appraisal and selection of records for archiving
• Risk management in disposal (security, privacy, compliance)
• Developing a records retention and disposal policy

Archiving and Preservation

• Principles of archiving and preservation
• Archival appraisal and accessioning
• Conservation of physical records and documents
• Archival storage conditions and security
• Digital archiving and preservation techniques

Managing Electronic Records and Emails

• Introduction to electronic records
• Email as a record
• Best practices for electronic filing
• Legal and regulatory compliance for e-records

Digital Archiving and EDRMS

• Electronic Document and Records Management Systems (EDRMS)
• Scanning and digitization of physical records
• Digital preservation and long-term access
• Cybersecurity and data integrity

Institutionalizing a Records Management Program

• Developing records management policies and manuals
• Training and sensitization for staff
• Auditing and monitoring compliance
• Business process integration
• Change management and stakeholder engagement

Records Management and ICT Integration

• Role of ICT in modern records management
• Cloud storage solutions and challenges
• Integrating records management with organizational information systems
• Emerging technologies in archiving

Risk Management in Records Management

• Identifying risks to records (fire, water, cyber threats, human error)
• Developing a disaster recovery plan
• Business continuity planning for records and archives
• Emergency response procedures

Ethics in Records Management

• Ethical issues in handling records
• Professional codes of conduct for records managers
• Confidentiality and privacy considerations
• Transparency, accountability, and anti-corruption in records keeping

Training Approach

This course is delivered by our seasoned trainers who have vast experience as expert professionals in their respective fields of practice. The course is taught through a mix of practical activities, presentations, group works and case studies. Training notes and additional reference materials are provided to the participants.

Certification

Upon successful completion of this course, participants will be issued a certificate.

Tailor-Made Course

We can also do this as a tailor-made course to meet organization-wide training needs. A training needs assessment will be done on the training participants to collect data on the existing skills, knowledge gaps, training expectations, and tailor-made needs.