Introduction
Record keeping is essential for every business and organization. All purchases, sales, client and employee communications as well as legal and taxation documents need to be classified and managed appropriately. Document records and files have life cycles. They are created, received, referred to, revised, refiled, and occasionally reorganized. For the most part, the need to refer to files declines sharply as their age increases. As records reach the end of their active lives, they are disposed in various manner: destroyed, reformatted, transferred to inactive storage, or transferred to the archives section. There are, however, some fundamental concepts that most records and archives management systems utilize.
This training course is designed to provide delegates with a thorough insight about theoretical principles, methodologies and practical administration of archiving and record management, as well as the responsibilities of archivists and records managers in today’s financial institutions, business organizations, government agencies and non-profit entities.
Objectives
At the end of the training course, participants will be able to:
- Understand records and archiving management principles, processes, and terminology.
- Understanding of recordkeeping practices and traditions.
- The difference between the responsibilities of archivists and records managers
- Apply knowledge of key aspects of records management practice in various contexts.
- Identify issues that impact on the ongoing management of records that document organizational activities, assess their effect, and develop relevant solutions.
Training Methodology
This training course is designed to be highly interactive and participatory. To ensure maximum comprehension and retention, this training will utilize a variety of proven virtual learning methods such as break-out sessions for group discussions and brainstorming, virtual icebreakers, recorded videos, case studies, and readings.
Outline
Day 01
- Archive Management: Principles, Practice, Archive Classification Methods and Database Archiving
- Introduction to theory and practice:
- Historical development of the record keeping profession
- Responsibilities and functions of archivists
- Differences and similarities between records and archives
- Acquisition and appraisal:
- Policy development
- Methods of acquisition
- The theory and practice of appraisal
- Arrangement and description
Day 02
- Archive Services, Access, Indexing, Preservation & Security Users and access:
- Providing services to users
- Users and their needs
- Access restrictions and regulations
- Legislation
- Outreach:
- Reaching a wider audience
- Publicity and promotion
- Online resources
- Outreach and in-reach strategies
Day 03
- Archive Services, Access, Indexing, Preservation & Security
- Preservation:
- Identifying risks to archives;
- Responses to ensure the protection of archives
- Storage requirements of different media
- Preservation policies
- Management:
- Staff, resource, and time management
- Policies and procedures
- Measuring performance
Day 04
- Record Management: Principles, Practice & Archive Backup Methods
- Organisations and records:
- Nature of records
- Making, maintaining and managing records
- Records management concepts:
- record life cycle;
- records continuum
- Records management programmes:
- Records management roles & responsibilities;
- Records management policies;
- Records systems development methodology
- Records creation & capture
- Records classification
- Records storage
- Records destruction
Day 05
- Technological Advancements: Electronic & Audio/Visual Records
- The internet and new technologies
- Challenges of the management of electronic records in archives and records management?
- How does the management of visual records differ from that of printed records?
- Managing and preserving records in a variety of media including audio-visual and electronic records
