Electronic Records Management


This is an Online Electronic Records Management Training programme designed to be completed in 5 working days Monday to Friday. It is very practical and is delivered in an online live classroom environment. Delegates will have the opportunity to ask questions and interact with the facilitator face to face realtime.


Records are acknowledged as being vital resources for effective control and administration and a means of retaining references to past events and decisions which enable an institution or organisation to make accurate, informed decisions. Archives and records are thus not only essential assets to governmental structures but, also to businesses, religious institutions and private individuals. International organisations like the World Bank, United Nations, International Monetary Fund and International Records Management Trust recognise the importance of effective and efficient records management. Much of the modern corporate world has also realised the importance of effectively managing its records, having proper controls and related mechanisms to manage the information generated by staff, as well as having easy access to past information to plan and re-engineer the working environment where necessary.

During the last three decades, rapid developments of records management and archives structures have begun emerging in the corporate sector, both nationally and globally. Many commercial and manufacturing firms, mining houses, scientific-based industries, and research institutions have investigated and implemented records management programs. The incentives for initiating such programs are the immediate rewards and implications of cost-effectiveness and efficiency in current administration. Although more business archives have also arisen in these circumstances; they are chiefly perceived, as necessary services required in managing accumulated backlogs of old or semi-active records.

One of the biggest problems to the corporate world is the issue of space. The corporate world is generally rather reluctant to utilise high-cost accommodation for storing records or to utilise expensive off-site storage facilities for these purposes. The latter, however, is often considered but only for the less active records. The corporate world is interested in rapid retrieval of information, cost-effective records storage solutions as well as protecting and safeguarding the information in the records.

In essence, the records management programmes have to attend to large quantities of records ensure records are cared for in a satisfactory environment to protect and secure the information, implement effective space management and utilisation of necessary resources like shelving and stationery. The programmes must also satisfy the needs of the users, design user-friendly record-keeping systems, policies and procedures, implement and manage responsible disposal programs.

This 5-day course will provide students with theoretical and practical experience in identifying, retrieving, preserving and conserving information in an electronic record management environment. It explores records management in relation to the business needs of all types of organisations, whether in the public or private sector, embracing all records, but with a particular emphasis on electronic records.

Purpose of this course

After completing the course, participants should have knowledge and a clear understanding to equip themselves with competencies and skills such as the implementation of measures to ensure compatible working relationships between the records staff, senior management and information technology staff and be able to formulate relevant administrative procedures to assist with the management of hard copy and electronic records. They should have a basic idea of what is considered to be ‘best practices’ and to apply these to the electronic records environment.

Course outcomes and the associated assessment criteria:

After completion of this course, participants will:

Identify Best Practice guidelines.
Analyse current operating practices against identified Best Practices.
Draw up a plan for implementing Best Practice.
Implement Best Practice.
Develop and update administrative systems in a specific business environment.
Develop systems to keep administrative information at the required level of confidentiality.
Develop policies and procedures on administrative systems and write them into a manual.

Students will have to prove their competence in applying the knowledge, skills and behavior learned during class exercises and group work. Each student must submit an assignment within a specific time-frame.

Method of assessment:
The attendance of the first day of class, as well as a total minimum of 80% class attendance, is compulsory in order to be eligible to hand in your PoE /Assignment. After the successful completion of this skills programme and the portfolio of evidence (PoE), learners will receive a certificate of competence.