Dotrid International Training Institute

Electronic Records Management Course

12 22 Nov 2013, Cape Town, South Africa

Course Overview
This course is designed for professionals who have responsibilities for records management whether they are in the public or private sector. The course will expose delegates to recent knowledge in records management as well as consider the opportunities and challenges brought by electronic information technologies. Participants will also learn various issues relating to the legal and organizational environment for conventional and electronic record keeping which will include: the protection of records as evidence, the need for compliance with evidence laws, the challenges of meeting audit requirements, the importance of adequate budgets and the importance of identifying relevant legislation and policies. The course will also focus on digital preservation and archival description, archival codes of ethics and key issues involved with applying standards.

Course Objectives
This training course will help organizations: To reduce costs Improve service Improve access to information Improve tracking accountability of records Improve security of information Develop a disaster recovery plan Begin business process reengineering by automating manual processes Reduce long-term storage costs Increased importance of environmental, customer service, disaster recovery, and regulatory requirements. Requirement to cut operating budget in Poor economy Enhance customer/public service Enhance information sharing internally & externally Provide new/faster services Preserve historic documents Achieve statutory/regulatory requirements more effectively Provide document security Disaster recovery Stimulate, creativity, motivation and loyalty

Participants will also learn various issues relating to the legal and organizational environment for conventional and electronic record keeping which will include: the protection of records as evidence, the need for compliance with evidence laws, the challenges of meeting audit requirements, the importance of adequate budgets and the importance of identifying relevant legislation and policies.

COURSE OUTLINE
Module 1
Office organisation

Module 3 Paper records processing systems

Describe organizing as a core responsibility of office professionals Illustrate their position in the organizational structure and the route of documentation they need to manage Identify and review the role of administration in their organization Assess their own organizing ability for effectiveness and efficiency Describe the need for effective systems as support for efficient administration Rate the effectiveness of their departments systems

Explain the role of proper desk organization in records management Outline the options in the paperwork and e-mail route Assess the efficiency of their departments current information storage and filing systems Describe classification, tracer, cross reference and index systems for paper based storage

Module 4 Electronic records processing systems

Module 2 Records Management

Explain why organizations record and keep information Define information management, records management and record Name and describe the type of records that are specific to a contract in a selected business sector Describe the practice of records management Outline the process of managing physical records \ Discuss confidentiality issues Illustrate how to locate and provide records to users on request List the eight design components of a record keeping system Understand the importance of maintaining accuracy, safety and confidentiality of stored records List new trends in paper based document management

Explain the benefits and risks of electronic records management Understand how to deal with incoming mail and tasks List some of the best practice procedures of email management Appraise the need for an e-mail policy in an organization Define the organizational requirements for storing records electronically Outline the processes of locating, retrieving, copying and dispatching information in an electronic storage system Illustrate the importance of secure storage of electronic records Highlight some of the consequences for their department if information is not managed properly Understand the importance of dealing with confidential documents and issues Describe the processes of document scanning and tracking Highlight the legal requirements, policy and best practice of document retention in the context of their organization and industry Describe the concept of archiving Evaluate the importance of optimizing technology e.g. e-mail, bar coding, scanning.

Free Laptop

Each participant for this programme shall receive a free brand new laptop.

The course will expose delegates to recent knowledge in records management as well as consider the opportunities and challenges brought by electronic information technologies.

WHO SHOULD ATTEND?

This course will be of immense benefits to : PAs, Executive Assistants Secretaries, Record Officers, Store Officers/Managers Office Managers, Team Leaders, Managers/Directors who have responsibilities for records management and those who wish to acquire requisite skills for future roles in record management.

Method of Training
The method of training for each module is highly participatory. And training sessions will include: Exciting practical group exercises, Role-plays Case studies Live instructions Video presentations Explicit practical examples Course PowerPoint presentations Fees Course fee is $1000 per delegate and covers tuition and course materials.

Course Duration : 4 days

CERTIFICATE OF PARTICIPATION All participants shall receive certificate of participation at the end of the programme.

Course Fees
Course fee is $3700 per delegate and covers tuition and course materials.
Course Duration : Two Weeks Venue: Cape Town, South Africa

South Africa Office: Ground Floor, Milnerton Building, Ixia Street, Opposite Point Business Park, Milnerton, Cape Town 7441, South Africa. Tel: +27832412212, +26876515877, +27735892401 Tel/Fax: +27215520431 Swaziland Office: Embassy House, Allister Miller Street, P O Box 4755, M b a b a n e , Kingdom of Swaziland. Email: programmes@dotrid.org dotridtraining@gmail.com UK Office: 4 Dalespark Drive, Swinton, Manchester, M27 0FP, UK Web: www.dotrid.org uktraining@dotrid.org To apply online go to: www.dotrid.org/apply/