Electronic Document and Records Management Course

Introduction
The effective management of electronic documents and records is essential for operational efficiency, regulatory compliance, data security, and informed decision-making. Organizations must be equipped with robust systems and practices to manage growing volumes of digital information across various platforms and departments. The Electronic Document and Records Management Course is designed to provide participants with a comprehensive understanding of EDRM principles, tools, and strategies.

This course explores the lifecycle of documents and records from creation and classification to retention, access, and final disposal ensuring compliance with legal, regulatory, and policy requirements. It also highlights the role of metadata, version control, access controls, and electronic archiving in maintaining integrity, accessibility, and traceability of information.

Participants will gain hands-on insights into selecting and implementing EDRM systems, developing classification schemes, and establishing governance frameworks. Through case studies and interactive discussions, the course addresses real-world challenges such as digital transformation, cloud-based document storage, cybersecurity, and remote access.

Whether you are responsible for records management, compliance, IT, or administrative support, this course offers valuable skills to help streamline document workflows, mitigate risks, and support organizational transparency and accountability in the digital age.

Who should attend?

This course is ideal for professionals involved in managing, organizing, securing, or governing information and records in digital formats, including:

·       Document Control Officers and Archivists

·       Records and Information Management Officers

·       IT Managers and System Administrators

·       Compliance and Risk Management Professionals

·       Administrative and Office Managers

·       Legal and Regulatory Affairs Personnel

·       Knowledge and Content Management Specialists

·       Internal Auditors and Quality Assurance Staff

·       Public Sector Officers responsible for governance and transparency

·       Anyone involved in implementing or supporting document and records management systems

Course Duration
10 Days

Course Objectives

By the end of the course, participants will be able to:

·       Distinguish between documents and records and manage them effectively throughout their lifecycle

·       Understand the principles, scope, and importance of electronic document and records management in modern organizations

·       Develop and implement document classification schemes, retention schedules, and access controls

·       Apply international standards and best practices for records management, including ISO 15489 and related frameworks

·       Identify legal, regulatory, and compliance requirements related to electronic records and information governance

·       Evaluate, select, and support the implementation of EDRM systems that align with organizational needs

·       Ensure the integrity, authenticity, security, and accessibility of digital records over time

·       Manage metadata, version control, and audit trails to support transparency and accountability

·       Address challenges related to digital transformation, cloud storage, and remote access to records

·       Create a sustainable EDRM strategy and action plan that supports operational efficiency, risk mitigation, and compliance

Course Content

Module 1: Foundations of Records and Information Management

• Key definitions: records, documents, data, and information
• The strategic importance of records in modern organizations
• Types of records: administrative, financial, legal, operational, digital, etc.
• Characteristics of reliable and authentic records

Module 2: The Records Lifecycle and Information Governance

• Overview of the records lifecycle: Creation to final disposition
• Active (current), semi-active, and inactive records
• Managing the lifecycle stages efficiently
• Introduction to information governance principles
• Records continuum model vs. lifecycle model

Module 3: Records Management Functions and Roles

• Overview of core records management responsibilities
• Functions and duties of registries, records centers, and archives
• Records management within an enterprise content management (ECM) context
• Coordinating cross-functional roles in records management

Module 4: Records Classification and Indexing

• Purpose and benefits of classification
• Designing an effective classification scheme (taxonomy/folder structure)
• Functional, subject-based, and hybrid classification systems
• Indexing principles and techniques for faster retrieval

Module 5: Retention Scheduling and Records Disposition

• Understanding retention periods: legal, fiscal, administrative, historical
• Creating and applying a retention and disposition schedule
• Transfer, archiving, and secure destruction of records
• Compliance with national and international retention regulations

Module 6: Metadata Management in Records Systems

• Definition and functions of metadata in digital records
• Types of metadata: administrative, descriptive, structural, technical, and preservation
• Best practices for capturing and applying metadata
• Metadata standards (e.g., Dublin Core, PREMIS)

Module 7: Records Appraisal and Inventory

• Purpose of records appraisal and selection
• Tools and methods for evaluating record value
• Conducting a records inventory: scope, planning, and reporting
• Aligning appraisal with retention, compliance, and risk

Module 8: Records Management Standards and Compliance

• Overview of records management standards: ISO 15489, ISO 30301, ISO 16175
• De jure vs. de facto standards
• Legal and regulatory frameworks impacting RM (GDPR, HIPAA, national archives laws)
• Integrating RM into quality systems like ISO 9001

Module 9: Policy Development and Governance Frameworks

• Purpose and components of an effective RM policy
• Roles, responsibilities, and accountability structures
• Developing and enforcing RM policies and procedures
• Embedding RM into organizational governance

Module 10: Electronic Document and Records Management Systems (EDRMS)

• Introduction to EDMS, ERMS, and EDRMS
• Functional requirements of a compliant EDRMS
• Selection, evaluation, and procurement of EDRMS software
• Implementation planning: change management, migration, training

Module 11: Digital Transformation and Intelligent Records Management

• Role of digitization and digital transformation in RM
• AI, machine learning, and automation in records classification and retrieval
• Cloud storage, SaaS, and hybrid RM environments
• Blockchain and digital authenticity of records

Module 12: Cybersecurity and Digital Risk Management

• Identifying threats to electronic records (cyberattacks, malware, ransomware)
• Principles of digital security: encryption, access control, backups
• Internet and web security measures for cloud-based records
• Compliance with data protection laws and cybersecurity frameworks

Module 13: Disaster Preparedness and Vital Records Protection

• Identifying critical and vital records
• Types of disasters: physical (fire, flood) and digital (cyber incidents)
• Developing a disaster prevention, response, and recovery plan
• Business continuity planning for recordkeeping systems

Module 14: Monitoring, Auditing, and Continuous Improvement

• Conducting internal audits and reviews of RM practices
• Key performance indicators (KPIs) for RM program effectiveness
• Ensuring ongoing compliance and staff accountability
• Maturity models and benchmarking records management programs

Training Approach

This course will be delivered by our skilled trainers who have vast knowledge and experience as expert professionals in the fields. The course is taught in English and through a mix of theory, practical activities, group discussion and case studies. Course manuals and additional training materials will be provided to the participants upon completion of the training.

Tailor-Made Course

This course can also be tailor-made to meet organization requirement. For further inquiries, please contact us on: Email: training@upskilldevelopment.com Tel: +254 721 331 808

Training Venue 

The training will be held at our Upskill Training Centre. We also offer training for a group at requested location all over the world. The course fee covers the course tuition, training materials, two break refreshments, and buffet lunch.

Visa application, travel expenses, airport transfers, dinners, accommodation, insurance, and other personal expenses are catered by the participant

Certification

Participants will be issued with Upskill certificate upon completion of this course.

Airport Pickup and Accommodation

Airport pickup and accommodation is arranged upon request. For booking contact our Training Coordinator through Email: training@upskilldevelopment.com, +254 721 331 808 

Terms of Payment

Unless otherwise agreed between the two parties payment of the course fee should be done 3 working days before commencement of the training so as to enable us to prepare better