Electronic document and records management is used by organizations to manage documents and records throughout the document life-cycle, from creation to destruction. Electronic Document Management System ensures records aren’t lost, and help you get any information or data you need quickly and reliably. Saving money wherever possible is key for any start-up, and storing documents electronically is a cost-effective way to manage all your records. This training will equip participants with the knowledge and skills of effective management of information using ICT tools, applications and techniques.
The course is based on a participatory, active learning approach, with an emphasis on critical reflection and peer-to-peer learning. The course instructor will provide individualised feedback where appropriate. Participants will do the required readings, prepare interim and final assignments and participate in group discussions.
Participants who successfully complete the course will receive Certificate of Participation.
OBJECTIVES
By the end of the course, the participant should be able to;
- Understand the components, legal obligations and international standards for electronic documents and records management systems (EDRMS)
- Understand electronic information management
- Ensure that content is consistently formatted, named and controlled
- Digitize their information for easier tasks assignment
- Create and implement workflows of your information greatly improving internal and external collaboration.
- Know how to deliver information at the point of need
- Understand records retention schedule structure and implementation
- Properly back up information
- Develop an EDRM strategy
DURATION
This course will approximately take 5 days
WHO SHOULD ATTEND?
The course targets compliance managers, Information security managers, Records managers, Information managers, operations managers, administrators, librarians, and secretaries.
COURSE OUTLINE
Module 1: Fundamentals of Electronic Document & Record Management (EDRM)
- Introduction to EDRM: Concepts, Scope, and Importance
- Differences between Documents and Records
- Legal and Compliance Aspects of Records Management
- Document Lifecycle and Retention Policies
- Challenges in Managing Digital Documents
Module 2: Document Management Systems (DMS) & Classification
- Overview of Electronic Document Management Systems (EDMS)
- Classification and Indexing of Electronic Documents
- Metadata Management for Effective Search & Retrieval
- Folder Structures, Taxonomies, and Naming Conventions
- Best Practices for Document Version Control
Module 3: Digital Security, Compliance, and Workflow Automation
- Information Security Principles in EDRM
- Role-Based Access Controls and Permissions
- Encryption and Secure File Sharing Best Practices
- Workflow Automation for Document Approvals and Archiving
- Compliance Standards (ISO 15489, GDPR, HIPAA)
Module 4: Records Retention, Archiving, and Disaster Recovery
- Retention Schedules and Policies
- Long-Term Digital Preservation Strategies
- Archival Storage Methods and Cloud-based Solutions
- Disaster Recovery and Business Continuity Planning
- Case Study: Implementing a Digital Archive System
Module 5: Implementation, Hands-on Practice, and Best Practices
- Setting Up an EDRM System for Your Organization
- Automating Repetitive Tasks in Document Management
- Hands-on Training: Using EDRM Software & Cloud Platforms
- Real-World Case Study & Best Practices Discussion
- Final Project Presentation & Certification
GENERAL NOTES
- The instructor led trainings are delivered using a blended learning approach and comprises 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.
- The participants should be reasonably proficient in English as all facilitation and course materials will be offered in English.
- Upon successful completion of this training, participants will be issued with a certificate.
- The training will be held at Kincaid 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 are arranged upon request. For reservations contact the Training coordinator at Email: training@kincaiddevelopmentcenter.org or Tel: +254 724592901
- This training can also be customized to suit the needs of your institution upon request. You can have it delivered in our Kincaid Training Centre or at a convenient location.
For further inquiries, please contact us on Tel: +254 724592901 or send mail to training@kincaiddevelopmentcenter.org
Payments are due upon registration. Payment should be sent to our Bank account before commencement of training and proof of payment sent to training@kincaiddevelopmentcenter.org