Dotrid International Training Institute

RECORDS MANAGEMENT TRAINING COURSE

2nd – 12th May 2011. (Cape Town, South Africa)

INTRODUCTION
This course is designed for workers who have
responsibilities for record management whether they
are in the public or private sector.

The course will expose delegates to recent knowledge

in records management as well as consider the
opportunities and challenges brought by electronic
information technologies.

Participants will also learn various issues relating to

the legal and organisational environment for
conventional and electronic record keeping which will
include: the protection of records as evidence, the
need for compliance with evidence laws, the
challenges of meeting audit requirements, the
importance of adequate budgets and the importance
of identifying relevant legislation and policies.
Organisational issues that will be considered include
understanding organisational cultures and
addressing the unique qualities within the
organisation, particularly with regard to human
resources, politics, policies, the physical and
economic environment.

The course will also focus on digital preservation and

archival description, archival codes of ethics and key
issues involved with applying standards.
 Course Objectives
The course will help participants to
development a body a knowledge
and capacity in the management of
Public Sector Records including:

• Principles and Context

• Organising and Controlling Current
Records
• Building Records Appraisal
Systems This course will examine
• Managing Records in Records the protection of records
Centres
• Managing Archives as evidence, the need for
• Preserving Records compliance with
• Emergency Planning for Records evidence laws, the
and Archives Services
• Developing the Infrastructure for challenges of meeting
Records and Archives Services
audit requirements, the
• Managing Resources for Records
and Archives Services importance of adequate
adequate
• Strategic Planning for Records and budgets and the
Archives Services
• Analysing Business Systems importance of identifying
• Understanding Computer Systems: relevant legislation and
An Overview for Records and
Archives Staff policies.
• Automating Records Services
• Managing Electronic Records
• Managing Financial Records
• Managing Health Records
• Managing Legal Records
• Managing Personnel Records

COURSE OUTLINE
Module 1
Office organisation
• Describe organising as a core responsibility of office
professionals
• Illustrate their position in the organisational structure and the
route of documentation they need to manage
• Identify and review the role of administration in their
organization
• Assess their own organising ability for effectiveness and
efficiency
• Describe the need for effective systems as support for
efficient administration
• Rate the effectiveness of their departments’ systems
Module 2
Records management
• Explain why organisations record and keep information
• Define “information management”, “records management”
and “record”
• Name and describe the type of records that are specific to a
contract in a selected business sector
• Describe the practice of records management
• Outline the process of managing physical records\
• Discuss confidentiality issues
• Illustrate how to locate and provide records to users on
request
• List the design components of a record keeping system
• Understand the importance of maintaining accuracy, safety
and confidentiality of stored records
• List new trends in paper based document management
Free
Laptop
Each participant for this programme shall
receive a free brand new laptop.
Module 3
Paper records processing systems
• Explain the role of proper desk organisation in
records management
• Outline the options in the paperwork and e-mail
route
• Assess the efficiency of their departments’ current
information storage and filing systems
• Describe classification, tracer, cross reference
and index systems for paper based storage
Module 4
Electronic records processing systems
• Explain the benefits and risks of electronic
records management
• Understand how to deal with incoming mail
and tasks
• List some of the “best practice” procedures of
e-mail management
• Appraise the need for an e-mail policy in an
organization
• Define the organisational requirements for
storing records electronically
• Outline the processes of locating, retrieving,
copying and dispatching information in an
electronic storage system
• Illustrate the importance of secure storage of
electronic records
• Highlight some of the consequences for their
department if information is not managed
properly
• Understand the importance of dealing with
confidential documents and issues
• Describe the processes of document
scanning and tracking
• Highlight the legal requirements, policy and
best practice of document retention in the
context of their organisation and industry
• Describe the concept of “archiving”
• Evaluate the importance of optimising
technology e.g. e-mail, bar coding, scanning.
 This Record WHO SHOULD ATTEND?
Management course will This course will be of
also examine immense benefits to
organisational issues Officers, Managers,
such as:
as: understanding Team Leaders, and
organisational cultures Directors who have
and addressing the responsibilities for
records management
unique qualities within
and those who wish
the organisation, to acquire requisite
skills for future roles
in record
management.
 Method of Training
The method of training for each module is
highly participatory. And training sessions
will include:
• Exciting practical group exercises,
• Role-plays
• Case studies
• Live instructions
• Video presentations
• Explicit practical examples
PowerPoint
•Course Feespresentations

Course fee is $1000 per delegate and

covers tuition and course materials.

Course Duration : 4 days

CERTIFICATE OF PARTICIPATION South Africa Office: P O Box 13798 Sinoville 0129,

All participants shall receive certificate of
participation at the end of the programme.
Course Fees
Course fee is $3600 per delegate and
covers tuition and course materials.
Course Duration : Two Weeks
Venue: Cape Town,
Town, South Africa
Pretoria, South Africa.
Tel: +27832412212, +26876515877,
+27721325806, +26876518840,
Fax: +27866069027
Swaziland Office: Embassy House, Allister Miller
Street, P O Box 4755, M b a b a n e ,
Kingdom of Swaziland.
Email: programmes@dotrid.org
dotridtraining@gmail.com
UK Office: 4 Dalespark Drive, Swinton, Manchester,
M27 0FP, UK Web: www.dotrid.org
uktraining@dotrid.org
To apply online go to: www.dotrid.org/apply.html