Practical Record Keeping and Records Management Skills Training Course

Introduction
The Practical Record Keeping and Records Management Skills Training Course is designed to strengthen participants’ ability to create, manage, store, and retrieve records in a systematic, accurate, and accountable manner. Effective record keeping is a cornerstone of organizational efficiency, transparency, and compliance, supporting informed decision-making and institutional memory across sectors.
In an era of increasing regulatory scrutiny and information overload, poor record keeping exposes organizations to operational risks, legal penalties, and reputational damage. This course provides participants with a solid foundation in records management principles while emphasizing practical techniques that ensure records are complete, reliable, accessible, and securely maintained throughout their lifecycle.
The training integrates both manual and digital record keeping practices, recognizing the growing shift toward electronic records and hybrid information environments. Participants gain practical skills to manage records consistently across paper-based systems, electronic platforms, and shared digital workspaces while maintaining data integrity and confidentiality.
Special emphasis is placed on compliance with organizational policies, legal frameworks, and professional standards governing records management. Participants will learn how proper documentation supports accountability, audit readiness, service delivery, and effective governance within public, private, and non-profit institutions.
Through practical exercises, case studies, and real-world examples, the course bridges theory and application. Participants are guided on how to design classification systems, apply retention schedules, and implement simple yet effective record control measures that improve workflow efficiency and reduce information-related risks.
By the end of the course, participants will possess hands-on competencies to establish, improve, or sustain record keeping systems aligned with best practices and emerging trends. These skills empower organizations to enhance operational performance, ensure compliance, and preserve institutional knowledge in a rapidly evolving information landscape.

Duration

5 days

Who Should Attend

• Records and registry officers
• Administrative and secretarial staff
• Finance, procurement, and human resource officers
• Project and program managers
• Compliance, audit, and risk management staff
• ICT and data management personnel
• Public sector and local government officers
• NGO and private sector administrators

Course Objectives

• Equip participants with practical skills to create, organize, and manage records accurately and consistently in line with professional records management principles.
• Enable participants to apply records lifecycle concepts to ensure proper creation, maintenance, retention, and lawful disposal of organizational records.
• Strengthen understanding of legal, regulatory, and policy requirements that govern effective record keeping and records management practices.
• Develop participants’ capacity to design and implement efficient classification and filing systems that support quick retrieval and information control.
• Enhance skills for managing both physical and electronic records in hybrid information environments without compromising data integrity or security.
• Build competence in applying retention schedules and disposal procedures to reduce storage costs and compliance risks.
• Improve participants’ ability to safeguard records through appropriate security, access control, and confidentiality measures.
• Promote the use of records as strategic organizational assets that support accountability, transparency, and evidence-based decision-making.
• Strengthen documentation and reporting practices that improve audit readiness and organizational performance monitoring.
• Prepare participants to adapt record keeping practices to emerging technologies and evolving information governance expectations.

Comprehensive Course Outline

Module 1: Fundamentals of Record Keeping

• Purpose and importance of record keeping
• Types and formats of organizational records
• Characteristics of good records
• Roles and responsibilities in record keeping

Module 2: Records Lifecycle Management

• Creation and capture of records
• Active, semi-active, and inactive records
• Retention and appraisal principles
• Disposal and destruction procedures

Module 3: Records Classification and Filing Systems

• File plans and classification schemes
• Alphabetical, numerical, and subject filing
• Indexing techniques
• Retrieval and tracking controls

Module 4: Policies, Standards, and Compliance

• Organizational records policies
• Legal and regulatory requirements
• Professional standards and guidelines
• Compliance monitoring mechanisms

Module 5: Managing Physical Records

• Storage equipment and environmental controls
• Records security and access management
• Preservation and protection measures
• Handling vital and confidential records

Module 6: Electronic Records Management

• Introduction to electronic records
• Digital filing and naming conventions
• Version control and authenticity
• Managing shared drives and databases

Module 7: Data Protection and Confidentiality

• Personal and sensitive data handling
• Privacy and confidentiality principles
• Access rights and permissions
• Incident reporting and breach management

Module 8: Records Audits and Quality Control

• Records audits and self-assessments
• Identifying gaps and risks
• Performance indicators
• Continuous improvement strategies

Module 9: Emerging Trends in Record Keeping

• Automation and digitization initiatives
• Cloud-based storage considerations
• Metadata and search optimization
• Technology-driven workflow improvements

Module 10: Practical Applications and Action Planning

• Case studies and practical exercises
• Institutional records diagnostics
• Developing improvement action plans
• Implementation and monitoring strategies

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, airport transfers, Upskill gift package, guided tour and buffet lunch.

Visa application, travel expenses, 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