Introducton

This course will help the participants to become familiar with the concepts and definitions of records and information management.

Duration of the course

5 Days

Who Should Attend

• Office Administrators
• Accountants and Finance Officers
• Other Staff charged with the responsibility of Record Maintenance and Management

COURSE LEVEL: Foundation

Course Objectives

• Become familiar with the concepts and definitions of records and information management.
• Be able to discuss the importance of records management in today’s knowledge-based society.
• Appreciate the relationships and inter-dependencies between paper and electronic records that must be considered when developing and managing records management systems.
• Know what is involved in a needs analysis study and explain why it is vitally important.
• Be able to recognize and name a records series and explain why it is the starting point to a records management system.
• Participate in a records inventory for paper-based and electronic records and use it to evaluate information holdings.
• Understand the importance of standardizing terminology through the use of a classification scheme. Appreciate the value of functional classification for superior records management.
• Develop a retention schedule for paper and electronic records and be able to explain to others why this is important to meet legal requirements.
• Have a broad understanding of media options for storing and protecting records.

Course Outline

• Introduction to Records Management Introduces records and information management and its core components: examines the importance of good records management in today’s knowledge-based world.
• Records Management Basics Presents the key concepts and definitions about records management that the records practitioner must know. Students master the main definitions, examine the life-cycle of a record and consider the questions that come up in managing that life-cycle, and learn to assess a record for the presence of content, context, and structure.
• Needs Analysis Shows the importance of analyzing user needs as preparation for adopting a records management program or reviewing an existing one. Reviews the objectives and process of a needs analysis study and introduces some methodologies. Students learn to identify the strengths and weaknesses of the current system through reference to an assessment tool provided in the course.
• Records Inventory Describes the records inventory process for paper-based and electronic records and demonstrates how to analyze the results of the inventory for further evaluation of the information holdings. Introduces the identification and naming of the record series. Students apply what they learn in a mini-inventory.
• Records Classification Explains the importance of classification for records management and demonstrates that standardizing terminology through classification is required to facilitate access to physical and electronic records. The lesson describes the functional classification system in which business functions of the organization are used as the entry point to a hierarchical scheme. Students will examine record series from the business functional approach.
• Records Retention Describes the Retention and Disposition Schedule and outlines how to develop a retention schedule so that information will be retained and protected through its life-cycle and can be disposed of legally. Students are exposed to the process of researching, negotiating, and finalizing the schedule.
• Records Storage and Protection Consideration of options for storage and protection of records revolves around whether the records are physical or digital, whether they are active or inactive, and the length of time they are to be kept. This session looks at the considerations for choosing a commercial records centre for offsite storage, document imaging projects for converting paper to digital, the challenges of digital preservation of long term records, and vital records program as part of planning for business continuity and disaster recovery.

Course Administration Details:

METHODOLOGY

The instructor led trainings are delivered using a blended learning approach and comprise of presentations, guided sessions of practical exercise, web-based tutorials and group work. Our facilitators are seasoned industry experts with years of experience, working as professional and trainers in these fields.

All facilitation and course materials will be offered in English. The participants should be reasonably proficient in English.

ACCREDITATION

Upon successful completion of this training, participants will be issued with an Indepth Research Institute (IRES) certificate certified by the National Industrial Training Authority (NITA).

TRAINING VENUE

The training will be held at IRES Training Centre. The course fee covers the course tuition, training materials, two break refreshments and lunch.

All participants will additionally cater for their, travel expenses, visa application, insurance, and other personal expenses.

ACCOMMODATION AND AIRPORT PICKUP

Accommodation and airport pickup are arranged upon request. For reservations contact the Training Officer.

Email:[email protected]/[email protected]

Mob: +254 715 077 817/+250789621067

TAILOR- MADE

This training can also be customized to suit the needs of your institution upon request. You can have it delivered in our IRES Training Centre or at a convenient location.

For further inquiries, please contact us on Tel: +254 715 077 817/+250789621067

Mob: +254 792516000, +254 792516010 , +250 789621067 ,or mail [email protected]/[email protected]

PAYMENT

Payment should be transferred to IRES account through bank on or before start of the course.

Send proof of payment to [email protected]/[email protected]

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