Course Overview
Every organisation, regardless of size or industry, is required to manage its records effectively. Document and records management impacts every employee — directly or indirectly — and plays a vital role in ensuring compliance, efficiency, and transparency. In today’s complex business environment, organisations often operate across multiple jurisdictions, each governed by different legal requirements. This course provides participants with the knowledge and tools to establish, manage, and improve a robust records management system that meets international standards and supports strategic business goals.
Key Features
This training programme:
- Aligns with international best practices and standards.
- Covers management of records across all formats — paper, electronic, and multimedia.
- Provides a comprehensive framework for developing and implementing an organisation-wide records management strategy.
- Focuses not only on compliance but also on achieving measurable business value and operational efficiency.
Learning Objectives
By the end of this course, participants will be able to:
- Understand the legal and regulatory environment governing records management.
- Make informed decisions regarding electronic and digital records.
- Conduct a records audit as a foundation for a records management strategy.
- Design and implement a records management roadmap and programme.
- Apply the DIRKS methodology in line with ISO 15489 standards.
- Identify and apply relevant international records management standards.
- Manage records in all formats and media types.
- Analyse organisational processes that influence record-keeping practices.
- Develop a comprehensive Business Classification Scheme or File Plan.
- Implement records retention schedules and systematic disposal programmes.
- Recognise and mitigate risks associated with different types of records media.
- Identify and safeguard vital records through a dedicated protection plan.
- Develop an effective change and communication strategy for implementation.
- Establish an ongoing audit and assessment programme to ensure compliance.
Target Audience
This course is designed for professionals involved in managing, maintaining, or supporting records management systems, including:
- Document Controllers and Administrators
- Records Management Officers and Coordinators
- Senior Registry Officials
- Departmental Heads overseeing record-keeping
- IT professionals responsible for information governance
Participants will gain practical skills to design and implement records management programmes within their organisations, and IT professionals will develop a clearer understanding of the role records management plays in data integrity and compliance.
Training Methodology
This course takes a hands-on, results-oriented approach grounded in adult learning principles. It combines engaging lectures, structured lessons, visual presentations, and interactive exercises. Participants will engage in discussions, case studies, and action planning to apply learning directly to their workplace.
Pre- and post-course assessments will be used to measure participant progress and the overall effectiveness of the training.
Course Modules
Module 1 – Introduction to Document and Records Management
Description:
Day One introduces the fundamental principles, terminology, and frameworks that underpin modern records management.
Key Topics:
- Definitions and core concepts.
- Understanding the difference between documents and records.
- Archives and archival practices.
- Managing electronic records and metadata.
- Naming conventions and version control.
- Managing micrographic and audiovisual records.
- Handling classified or confidential records.
- Digital preservation and data integrity.
- Managing vital records.
Module 2 – Regulatory Environment and Strategy
Description:
Day Two explores the legal, regulatory, and strategic considerations of managing records across jurisdictions.
Key Topics:
- Legal and statutory frameworks influencing records management.
- Managing records across multiple countries or legal systems.
- International standards (ISO 30300, 30301, 15489).
- Developing a Records Management Strategy and Programme.
- Conducting records assessments using GARP (Generally Accepted Recordkeeping Principles).
- Applying the DIRKS methodology.
- Defining the role and responsibilities of Records Managers.
Module 3 – Change Management and Implementation
Description:
Day Three focuses on practical implementation strategies and managing change within the organisation.
Key Topics:
- Developing and executing a communication and change management plan.
- Managing records across all media types:
- Paper-based, cartographic, audiovisual, magnetic, and optical media.
- Electronic and born-digital records.
- Scanned images and digital signatures.
- Implementing Electronic Document and Records Management Systems (EDRMS).
Module 4 – Records Classification
Description:
Day Four covers classification systems and file planning to ensure accessibility and control.
Key Topics:
- Designing, implementing, and maintaining a records classification system.
- Conducting inventories and audits.
- Developing functional subject-based filing systems.
- Creating and applying a new File Plan or Business Classification Scheme.
- Integrating document and records management frameworks.
- Applying appropriate records security classifications.
Module 5 – Retention, Disposal, and Compliance Monitoring
Description:
Day Five focuses on retention and disposal techniques as well as ongoing compliance evaluation.
Key Topics:
- Understanding the records lifecycle.
- Developing and applying retention schedules.
- Implementing systematic disposal programmes.
- Managing current and terminated records.
- Gaining approval for destruction and transfer processes.
- Transferring records to archives securely.
- Conducting compliance monitoring and ongoing audits.
- Performing maturity and performance assessments.
