Integrated Management System in Records Training

Employees by their nature of work are involved in management of records. Whether for their departments or for their projects, this is a critical task that requires staffs to be well equipped with basic knowledge and skills on how to organize, classify, store and secure these records to achieve desired efficiency, effectiveness and economy. This course aims at equipping with essential skills in effective records, archiving and information management. Participants will also benefit from learning the new trends and software’s in knowledge management.
Specific Training Objectives.
 Distinguish between records and non-records documents
 Understand the benefit for keeping records and archives
 Design and implement a simple office records management system that works for their organization
 Develop a records classification system for their offices
 Identify suitable records storage equipment
 Design a working file plan for electronic records
 Know what record to keep and for how long in their respective offices
 Embed records and information management ethics
Target Beneficiaries:
 Records Managers.
 Library managers
 Archives Managers
 Office Secretaries
 Admin Assistants
 Personal Assistants
Training Modules
 Overview of Records and Archives Management
 Difference between Record and Archives
 Benefits of managing records/archives
 Records digitization
 Electronic Records
 Electronic Records Management
 Electronic File Management
 The database, E-commerce, Life cycle of electronic records
 Image Records Magnetic and optical records
 Microform, Data input device, Retention Records safety and security
 Records management standards
 Digitization of data, Database development
 Challenges of Records Digitization
 Records Management Systems
o Records, ethics & accountability – Government
o Ethics in Records and Archives management.
Other Key Modules
Effective Records Management
 Significance of records and record keeping
 Classifications
 Value
 Memory of a Business
 Life Cycle of Paper Records
 Common Problems
 Records – information or evidence?
Managing a registry and records center of an organization
Archival functions
 Archives and social memory
Alphabetic Indexing Rules
 Consistency in filing
 Key unit of names
 Rules of filing
Electronic File Management
 The database
 E-commerce
 Life cycle of electronic records
Alphabetic Records Management, Equipment, and Procedures
 Filing and storage
 Storage method
 Storage equipment and supplies
 Straight line tabs
 Choosing the right equipment
 Six Steps in the records management procedure
Storing, Retrieving, and Transferring Records
 Retention schedule
 The four values of records
 Record cycle
 Common methods of records transfer
 Software capabilities
Subject, Numeric, and Geographic Records Management
 Advantages and disadvantages
 Arrangement
 Index types
 Coding
 Number types
Electronic and Image Records
 Management of visual records
 Magnetic and optical records
 Data input devices
 Copies
 Retention
 Records safety and security
 Microform
 RIM software
Records and Information Management
 Elements of a RIM program
 Ratios
 Responsibilities
 RIM manual
 Goals
 Disaster recovery
 Knowledge management
 Records retention schedule
Way forward After the Training
Participants will develop a work plan through the help of facilitators that stipulates application of skills acquired in improving their organizations. ASPM will continuously monitor implementation progress after the training.
Training Evaluation:
Participants will undertake a simple assessment before the training to gauge records, archives management & records digitization knowledge, another assessment will be done after the training in-order to monitor knowledge gained through the training.